Process ABBM Requests

1. Go to Ballot By Mail > Process ABBMs. The Process ABBMs dialog displays. A separate line item for each ABBM image is listed with the box and batch descriptions you created in Scan ABBM.



2. On the Process ABBMs dialog, you can use the following to locate the row containing the batch to process:
• The filters above the grid to narrow the items that are listed.
• The arrows at the bottom of the dialog to navigate between pages.
3. Double-click the row for the ABBM image you want to process. The ABBM image displays in the Batch Images dialog to create a digital signature (signature clip).
Note: If an image in the batch was opened by another user, the image remains locked for one hour. In this case, you receive a locked notification with the date and time the image will be unlocked.

4. On the Batch Images dialog, verify the signature is clipped, which should be on the first page if there are multiple pages.

   • The clip code specifies the signature's horizontal and vertical position for that document type. If the clip code does not capture the signature portion of the image, left-click and drag your mouse around the signature in the Batch Details box (the top box).

   You can redo the signature clip as many times as needed.

   
   

   • You can also do any of the following using the controls on the toolbar:
     • Use Rotate to turn the image 90° in the Batch Details box, and then click Zoom In to enlarge the image for better clarity.
     • Click Print to send the image to a destination of your choosing in the same orientation (rotation) as seen in the Batch Details box.
     • Use the Prior and Next buttons on the toolbar to navigate if there are multiple images.
     • If the request is obsolete or the image must be re-scanned, click Delete on the toolbar to remove the image from the queue, and then click Yes to confirm the deletion.
Note:
• You must have the DeleteABBM user permission to view and use the Delete button.
• The list of clip codes is set in Voter Focus Admin > System Options > Clip Codes. The default clip code (the code that is listed first) is set in Voter Focus Admin > System Options > Image Indexing.
5. If Detect Voter Ids from Barcodes in Batch Image Queues is selected in System Options and the voter is identified by the system from the barcode image, the Ballot By Mail Request dialog displays. The dialog is pre-filled with information about the voter. In this case, skip the next step.

   

6. If the barcode does not identify the voter or there is no barcode, the Find a Voter dialog displays. Use Search to verify if a record exists for the voter. One of the following occurs:
   • Multiple voter records match your search criteria. The Voter at a Glance dialog displays a list of all voters who match your search criteria.
     1. Locate and select the correct voter from the list.
     2. Click Application is for this Voter. The Ballot By Mail Request dialog displays.
   • Only one voter record matches your search criteria. The Ballot By Mail Request dialog displays.
7. Verify the voter's information that is prefilled on the dialog matches the information on the application.
8. If the voter is in the military or is a military dependent, indicate the voter’s military status by selecting the Mil Dep or Military check box.
9. Select the voter’s absentee status from the Absentee Status list.
• Permanent—A voter who is expected to vote on an absentee basis indefinitely. This status is typically used for voters who have asked to receive the annual ABBM each year. This notice allows voters to request mail ballots for all elections in the coming calendar year or to select specific elections for voting by mail. Only voters that are voting by mail on the grounds of age or disability may submit an Annual ABBM.
• Temporary—A voter who wants to vote by mail in one or more elections but who has not asked to receive the annual ABBM. The Voter Focus administrator has the option of resetting the absentee status of Temporary voters to Canceled at the end of an election year. (See Clear Temporary Ballot By Mail Statuses.)
• Canceled (or no status selected)—The voter has no mail ballot requests in their record.
• FPCA Applicant—A mail ballot voter who has requested ballots using the Federal Post Card Application (FPCA) form. The FPCA form allows military voters, their dependents, and civilian voters residing outside the United States to make a single request for mail ballots through the end of the calendar year unless the voter indicates a shorter time period or a specific election in which they want to vote.
Note:
• The voter's FPCA Applicant status does not remain in their voter registration record should they change their residence to another county. If the voter wants to maintain FPCA status, they will need to submit another FPCA form to the elections office in their new county.
• The FPCA Applicant status reverts to a blank status when the FPCA request expires at the end of the calendar year.
10. Enter the voter’s email, if provided, in the E-Mail box. The system validates the email address contains proper syntax, such as an @ sign before the domain name.
Note:
• The system validation doesn't guarantee that the email address is valid.
• If the voter has multiple email addresses, separate the addresses with a comma.
• The email address entered will be used by the Email run for voters requesting delivery of their ballot by email.
11. Enter the voter’s Ballot By Mail Request Information:
    1. Select the voter’s ABBM request type from the Type list:
       • All Elections
         • You can select a party. If you do not select a party, you can request only the elections that are not primary. If a party is selected, you can request only the primary elections that match the party and any other non-primary elections.
         • The voter's political party is set by the system when a ballot is returned for a primary election. Once a mail ballot with a party affiliation has been returned and recorded, the party for that voter cannot be changed for the remainder of elections during the calendar year. Party affiliations can be cleared at the end of every calendar year in List Maintenance > List Maintenance Tasks.
         • For annual ABBMs and for FPCAs, when an election that was not present at the time of processing is added, the system automatically adds a request for the voter (if eligible for the election) using the ABBM or FPCA information previously entered.
         • If a voter previously made an FPCA request, processing undeliverable mail with no change of address or an out-of-state address automatically triggers the cancellation of any outstanding Ballot By Mail requests for future elections (unless a ballot has already been delivered) and schedules the voter for a Canceled Requests Notice.
       • Single Elections
       • Limited—Select for requests for limited ballots by mail.
    2. Select the ballot delivery method from the Default Delivery Method list. For the Limited type, the delivery method must be Mail.
    Note: If the delivery method is E-mail or Fax, the ABBM request is sent automatically to the Pending Requests Queue upon Save and the Request Status is updated to Pending. For these methods, voters must also provide the county the original signed paper copy of the application within four business days of receipt of the initial application.

    If a subsequent request is attempted, the status changes from Pending to Already Requested.

    3. Select the method the voter submitted the ABBM request from the How Requested list.
    4. Select the reason for the ABBM request from the Reason list.
       • 65 years of age or older
       • Disability
       • Expected absence from the county (available only for Single Election type)
       • Confinement in jail (available only for Single Election type)
       • Expected to give birth within three weeks before or after Election Day
       • Is civilly committed under Chapter 841, Health and Safety Code
       Note: If you select 65 years of age or older, the system validates the voter's age using the voter's birth date. A warning displays if the voter's age is not yet 65.
    5. If you select Expected absence from the county, you must set the Start and End dates, as indicated on the ABBM.
    6. Accept the current date and time in the Date Requested field, or, if needed, enter a different value.
    Note: When you click Save, the system displays a warning if the date requested is after the 30 day deadline for one or more selected elections. You have the option of accepting the request with the date entered or returning to the Ballot By Mail Request dialog to enter a different date or reject the request.

    7. Use the Comment box for any office remarks or notes about voter preferences.

    Note: Should you need more space than the 25 characters provided, type See Communication Log in the Comment box and make an office note in the voter's record after you have finished processing the request.
12. Select the Request check box in the grid for one or more elections the voter requested.

For the All Elections type, the Request check boxes for all elections listed in the current calendar year for which the voter is eligible are automatically selected. If the voter does not wish to vote in a specific election, you can clear the Request check box for that election.

For information about why some elections cannot be selected, see About Ballot Requests Validation.

13. If needed, update the voter's address or fax number.
    • Click Voters on the toolbar to go to the Voter Maintenance dialog. You can update the voter's residence and mailing addresses on the Maint tab.
    • Click Add Address in the Change Address column to display the Ballot By Mail tab. Select the row for the request you are processing and click Ballot By Mail Address. You can update the default absentee address or the address for the specified election.
14. If applicable, enter the Witness and Assistant Information for the person witnessing the signature mark or submitting the ABBM request on the voter’s behalf. 
Note: In the Relationship field, you can select one of the available options or you can type in something else, such as Neighbor.
15. Do one of the following:
    • Accept request. If the voter is qualified to receive a ballot, click Save to approve and accept the ABBM request.

    The following occurs:

    • The ABBM image and signature clip are indexed to the voter’s record. No manual indexing is required.
    • The Voter Activity Date is updated and displayed on the Activity tab in Voter Maintenance.
    • A new row is added to the Ballot By Mail tab for each selected election in Voter Maintenance indicating the request was accepted. Or, if a previous request for the same election(s) was rejected, the row(s) are updated by removing the Rejected status to indicate the request is now accepted.
    • If the delivery method is E-mail or Fax, the ABBM request is sent automatically to the Pending Requests Queue and the Request Status is updated to Pending. For these methods, Texas law states that voters must also provide the county the original completed copy of the application within four business days of receipt of the initial application.
    Important: If the request method is E-mail or Fax, an absentee ballot will not be scheduled for delivery until you receive a signed paper copy of the ABBM.
    Note:

    • If the ABBM being processed was delivered by mail by a voter who previously requested an ABBM via email or fax for the same election, when the method is changed to Mail and the request is saved, the status for that election is updated to Already Requested.
    • If saving a request after the book closing date for a selected election, the assigned precinct and address for the request is the voter's precinct and address at the time of book closing.
    • Requests can be saved for FPCA voters with 90(F) status before their voter registration status becomes Active.
    • Reject request. If the voter is not qualified to receive a ballot:
      1. Click Reject to disqualify the ABBM request.
      2. Select one of the following values from the Reason list:
      • Address Within County
      • Election Selection Unclear
      • Incomplete Witness Info: Address or Printed Name
      • Incomplete Witness Info: Relationship
      • Incomplete Witness Info: Unable to Make Mark
      • Invalid Mailing Address
      • Jail - No Address
      • Missing Disability Affirmation
      • No Party
      • No Reason
      • No Residence Address
      • No Signature
      • Not 65 years of age or older
      • Not Properly Delivered
      • Not Registered
      • Online Cure Available - Application DL/SSN # Does Not Match Voter Registration
      • Online Cure Available - Application Does Not Contain DL/SSN #
      • Received After Deadline to Apply
      • Received Earlier than 60 Days of Jan/Feb Election
      • Voter Registration Record Does Not have DL/SSn#
      • Other
      3. Click OK. If a subsequent request for the same election(s) is accepted, that request will override this rejected request.
      Note: Use the Other rejection reason in the following situations:

      • Voters requesting a party for a primary election that is different from the party for which they have already voted in the current calendar year.
      • Voters requesting to vote for an election in the same group as an election for which they have already voted.

      The following occurs:

      • The Voter Activity Date is updated to the current date and displayed on the Activity tab in Voter Maintenance.
      • A new row is added to the Ballot By Mail tab in Voter Maintenance indicating the request was rejected.
      • A notice of rejection, including the rejection reason, is scheduled to be sent to the voter.

To determine where to send a mail ballot for an election, the system looks for addresses in this order and takes the first one it finds:

1. Ballot address for this election
2. Default ballot address
3. Mailing address
4. Residence address