EAC HAVA Progress Report (PR) Guidance

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U.S. ELECTION ASSISTANCE COMMISSION
HAVA Progress Report (PR) Guidance
Your State Plan (251) or your Program Narrative (101 grants) established the programmatic
objectives that EAC will monitor over the course of the performance period. The Election
Assistance Commission (EAC) requires all grantees to submit a Progress Report (PR)
Reporting Periods and Due Dates
Reports are due semi-annually until all funds and interest are
expended.
The mid-year report covers the period from October 1 through
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.

EAC also requires grantees
to submit federal financial
reports of the expenditures
related to the state plan/
program narrative.
Please refer to the EAC
Federal Financial Report
Guidance for additional
infomation.

Submission Instructions
States must submit separate reports for each individual grant from EAC. Reports should be
completed in the appropriate electronic format. If a paper form is required for accessibility reasons,
please email [email protected] for additional instructions.
Completing the Progress Report
Section I: Cover Page
1. State or Territory: Enter the name of the state or territory that received the grant and is submitting
the report.
2. Grant Number: Enter the grant number from the Notice of Award (NOA)
3. Grant Type: Select the name of the grant program from the provided options. If selecting “Other”
please write in the name of the program.
 101
 251
 Election Security
 Other:
4.

Report Type: Select the current reporting period from the provided options. If selection “Other”
please write in the reporting period type.
 Semi-Annual (Oct 1 - March 31)
 Annual (Oct 1 - Sept 30)
 Final Report (Start of Grant-End)
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

Other:

5. Reporting Period
Reporting Period Start Date: Enter the start date of the reporting period (MM/DD/YYYY)
Reporting Period End Date: Enter the end date of the reporting period (MM/DD/YYYY)
Section II: Progress Narrative
Instructions: Reports due for the period ending March 31 should describe the activities from the
previous six-month period and reports due for the period ending September 30 should cover the
previous 12-month period. Final reports should cover the entire performance period from the start of
the grant. All expenses should be reported by reporting period and cumulative, with cumulative
totals matching what is reported on the FFR.
Additional guidance can be found on our website: https://www.eac.gov/paymentsand- grants/financial-progress-reporting
EAC grants reports will be made publicly available. Therefore, your report narrative should:
• Be written in clear, concise, and plain language
• Not include sensitive confidential information
☐

Check if no grant activity during this reporting period.
**Only check this box if you do not have any grant activity/expenditures to report for the current
reporting period. You will have the option to enter an explanation via a “Comments” box.**

6. For each of the following categories, briefly describe the activities carried out during the reporting
period only and how you implemented the approved grant activities in accordance with your
Program Narrative.
For each category provide all federal expenditures (including federal interest and subaward
expenditures) and state match expenditures (including state interest, program income, and subaward
expenditures) for the reporting period only. (Note: You will be able to provide more details on
subaward activities and expenditures in Section III).
If you do not have any expenditures or activity to report for a specific category, you have the
option of selecting “Check if no activity for this category.” Please categorize your expenditures in
the predefined program categories as much as possible. Only use the Other categories for items
that you cannot allocate to specific program categories. Include all budget line items related to the
activity in the category, such as staffing, travel, training, contracts for services, and maintenance
of any systems associated with the category. For example, if you have an annual software
upgrade for your Voter Registration system or conduct training for counties on the system, you
should allocate those expenditures under the Voter Registration System program category.
If you can estimate staff time to allocate to specific categories, please do so. For example, if you
can estimate that a staff person generally spends 50% of their time on Voter Registration Systems
and 50% on Voting Processes, report those expenditures accordingly. (You must allocate time
separately if a specific staff person is paid with funds from more than one grant, e.g., if you cover
a specific staff person’s salary with funds from both your Section 251 and Election Security
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grant, the timesheet must allocate their time to the different grants).
Each category of the narrative section will ask for the Federal amount of expenses for the
reporting period and the related Match expenses. Please use the provided fields to identify the
amounts for the related reporting period and provide cumulative amounts for Final reports. All
federal expenditures should include federal interest and subawards expenses. All state match
expenditures should include state interest, program income, and subaward expenses.
Report expenditures and activities for the following categories per the description provided:
a) Voting Equipment: This is a specialized category for software and hardware related to voting
equipment only. It includes funds to local election offices for voting equipment. You can also
include any costs related to the voting equipment program such as specific contracts and
services related to voting equipment, including storage
b) Voting Processes: Non-voting equipment-related costs to support the voting process
including staffing, maintenance and storage of voting equipment, training on use of the
equipment, travel, and equipment purchased to support the voting process that is not voting
equipment, such as copiers with a per unit cost over $5,000.
c) Voter Registration Systems: Software and hardware related to updating and maintaining the
statewide voter registration system and processes, service contracts on voting equipment and
processes, and all other identifiable costs related to the Voter Registration System such as
staffing, travel, training, contracts for services, and maintenance of any systems.
d) Election Auditing: All costs associated with post-election auditing, including staffing, travel,
training, contracts for services, and maintenance of any systems.
e) Cyber Security: All costs associated with cyber security such as monitoring software,
staffing, travel, training, contracts for services, and maintenance of any systems.
f) Physical Security: All costs associated with physical security such as security cameras and
secured physical access including locks, barriers, key cards, etc.
g) Voter Education: Activities related to educating voters on voting rights, voting procedures,
and voting technology. Associated costs may include contracts for various print, online or
other media and the state toll-free phone number for the public to communicate with state and
county election office.
h) Accessibility: All costs associated with ensuring polling places and election-related facilities
are fully accessible.
i)

Other (write in):
• Bank Fees
• Audit Fees
• Software and licenses not directly allocable to one of the main program categories
• Overall election management/administration that cannot be allocated to categories a
through h.

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7. Provide a description of any training conducted, including cyber/ security training and any election
related training.
Training may include elections staff training, poll worker and volunteer training, desktop
exercises, election-related conferences, webinars, and educational resources.
8. Match (if applicable): Describe how you will or have made the match available and identify the
source of your match. (Note: For Election Security grants there is a two-year deadline from the date
of disbursement to make match funds available).
For Election Security awards, clarify how and when the 2-year deadline from date of
disbursement for match was or is being satisfied. If the match requirement has been met, please
provide an explanation that the match was met in a previous reporting cycle. (The territories
of American Samoa, Guam, the Northern Mariana Islands, and the Virgin Islands are exempt
from match).

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Section III: Additional Subaward Information
If your organization provides subaward please answer the questions provided in full.
9. Subgrants (if applicable)
a. a. Briefly describe your subaward program, including how many subawards were made. and
how your program reflects the needs of local communities.
Descriptions of subaward programs may include details such as the purpose or intent of
the awards (example: to upgrade voting technology) or whether your state legislature
executed statute requiring HAVA grants be subgranted to local entities.
b. Identify whether subgrants were provided as an advance or on a cost-reimbursement basis.
If provided as an advance, confirm whether funds were deposited in an interest-bearing
account per HAVA 254(b)(1)(d) and the Uniform Guidance §200.305(b)(7,8) and
§200.332(a)(2,3).
In addition to the details provided under question 9a, please confirm how the subgrant
funds were provided to local election jurisdictions. Were funds distributed as a cash
advance or are subgrantees required to submit their costs for reimbursement?
10. Subaward Expenditures by Category
Provide a breakdown of subaward expenditures across major categories for the current reporting
period only.
For each Expenditure Category in the table, provide both the federal and match expenditures
across all subawards that were incurred during the current reporting period. (Note: These
expenditures should also be included in the amounts provided for question 6.)
Example of Subaward Expenditures Table
Category

Federal Expenditures

Match Expenditures

Voting Equipment
Voting Processes
Voter Registration Systems
Election Auditing
Cyber Security
Physical Security
Voter Education
Accessibility
Other (write in):
Total:
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Section IV: Challenges and Changes
Please describe the challenges that you encountered during this reporting period, including:
11. Issues Encountered
a. Describe any issues that arose during the implementation of the project.
Major issues include any challenges that negatively impacted operations or activities,
including delays, changes to project delivery, service interruptions, etc.
b. Describe how and whether issues were resolved. Also, briefly discuss the implications of
any unresolved issues.
If an issue was unresolved, briefly explain why and whether additional changes were
made to your program as a result.
12. Describe any significant changes to your program during the reporting period, including changes to
your original State Plan or Program Narrative or favorable developments that improved program
efficiency and/or service delivery.
Significant changes include changes to the scope, delivery, timeline, or goals of your program
including any potential improvements. If the changes are material and require a revision to your
State Plan or Program Narrative, please provide a brief description of how your plan will be
amended.

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Section V: Expenditures
13.

The Expenditure Table includes cumulative and current reporting period data.
Electronic Submission
“Current Reporting Period” amounts are auto-filled based on your response to Section II, #6.
“Previous Expenditures” refers to cumulative expenditures from the previous annual reporting
period. If this is your first time entering cumulative data, please enter the amounts. Once your
initial report has been submitted, the column will be auto-filled for future reports. Review the
table and ensure the amounts are accurate and make corrections as needed prior to submission.
Expenditures should be consistent with activities described in your narrative and with the
amounts in your federal financial report
Paper Submission
Please enter the Federal and State match expenditures for both the current reporting period and
cumulative expenditures from the start of the grant performance period. Write in any costs that do
not fit into the predefined categories next to “Other”.
“Current Reporting Period” amounts should be the same amounts reported in question #6a-i.
“Previous Expenditures” refers to cumulative expenditures from the previous annual reporting
period. The column for “Current Cumulative Expenditures” will automatically calculate
cumulative expenditures for the current reporting period.
Expenditures should be consistent with activities described in your narrative and with the
amounts in your federal financial report.

Expenditures should be consistent with the activities described in your narrative and with the amounts
in your financial reports. (The bottom left-most expenditure total in the table should align with
cumulative amounts reported in your Federal Financial Report).
Example of Federal and Match Expenditure Table.
Federal Expenditures
Category

Previous
Expenditures

Match Expenditures

Current
Current
Current
Current
Reporting
Previous
Reporting
Cumulative
Cumulative
Expenditures
Period
Period
Expenditures
Expenditures
Expenditures
Expenditures

Voting Equipment
Voting Processes
Voter Registration
Systems

Election Auditing
Cyber Security
Physical Security
Voter Education
Accessibility
Other:

Totals

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

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Section VI: Final Assessment
The final progress report is your opportunity to share the significant successes of your project and the
results your project achieved. The report should cover the entire period of performance.
14. Self-Assessment
Assess whether the goals set out in your State Plan and/or Program Narrative were met as intended
during the grant program. Highlight any needs that were not met, ongoing, or under-resourced.
Please consider the full grant performance period in your assessment of the success of your
program. Were the needs of the state and local election jurisdictions met? What were the
strengths and weaknesses of your program? Were HAVA funds used effectively? What would
you do differently if additional funding were made available?
15. Impact and Achievements
Describe how this grant program impacted elections in your state/territory. Highlight your
accomplishments and successes.
Describe the impact of HAVA funds on election administration at both the state and local level.
What services or activities had the greatest positive impact?
16. Lessons Learned
Describe any lessons learned during the grant that may be replicated, expanded, or used as a model
for other state programs.
How can you expand on your successes to further improve election administration in your
state/territory? Were there any projects, activities, or services that could be adapted by other state
programs? How do you share what you’ve learned with local election jurisdictions and other
states?
CERTIFICATION
An authorized individual must submit the EAC-PR form. Fill in the Name and Contact information
of the authorized certifying official of the grant recipient, with complete signature.
CHANGES TO STATE PLAN OR BUDGET
If your State Plan or Budget changes over the life of a grant, contact the EAC grants office
([email protected]) to learn how to complete and submit an amendment. Budget amendments are
typically approved within 48 hours.
EXTENSION
Extensions must be approved by the EAC and requests must be made in advance of the reporting
deadline. Generally, the EAC grants extensions for up to one week after the deadline. Longer
extensions may be considered if there is sufficient cause for the delay. Any missed reports are
recorded as late and out of compliance.

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