Last Updated: 12/21/2023

Deliver Ballots

To access: Ballot By Mail > Deliver Ballots

This dialog lets you set up the printing of address labels and envelopes for mail ballot packages. It also lets you do a mass update for UOCAVA voters and absentee voters who requested delivery of their ballot by email or fax, changing the status of their requests to Delivered.

If your county is set up for automatic emailing of mail ballots, you can use the dialog's Email run to Email ballots to all voters found by the run.

To include Suspense voters in the Deliver Ballots run, the Deliver Ballot By Mail to Suspense Voters option must be enabled for your county in System Options > Prec Reg/Elctns. When enabled, a Statement of Residence is scheduled for each Suspense voter in the run. The Suspense status is not updated by the run.

Important: The printer destination used by the Deliver Ballots program (for example, a physical printer vs. a PDF file) is the default printer for your machine. Unless you are sure, verify the printer that is set as your machine's default before running the program.

Note: The Deliver Ballots option is available only when an election's status is Active.

Fields and Controls on this Dialog

Run Type	Each run type has different requirements for envelope preparation or the items inserted, so they must be run in separate batches. You should process each run type every time you create mail ballot labels or envelopes. The run produces a report listing these voters, and then gives you the option of clicking Update to change the affected voters' status for the mail ballot request to Delivered. Note: Ballots are generated for: FPCA voters who are not yet registered. In other words, ballots can be delivered to FPCA voters before their voter registration status becomes Active. OverseasMilitary—Voters whose Military or Mil Dep check box is selected in their voter record and who have an overseas address in the address to which the ballot will be mailed (that is, the Ballot Address for This Election, the Default Ballot Address, or the mailing address). Note: This run is considered a UOCAVA run, which can use a different envelope layout, depending on the setting of Ballot By Mail > Ballot By Mail Options > Envelopes and Labels > Different UOCAVA and the presence of a document specification for the UOCAVA envelope in PRINTING > Document Maintenance. Overseas Civilian—Voters whose Military or Mil Dep check box is not selected and who have an overseas address in the address to which the ballot will be mailed. This run is considered a UOCAVA run. See the note above. Domestic Military—Voters whose Military or Mil Dep check box is selected in their voter record and who have an in-county zip code in the address to which the ballot will be mailed. Absent Domestic Military—Voters whose Military or Mil Dep check box is selected in their voter record and who have an out-of-county zip code in the address to which the ballot will be mailed. (This address should have no entry in the Country field and the text APO, DPO, or FPO should not appear in the City field.) This run is considered a UOCAVA run. See the note above. Domestic Civilian—Voters whose Military or Mil Dep check box is not selected, who have no entry in the Country field, and do not have the text APO, DPO, or FPO in the City field in the address to which the ballot will be mailed. Email—UOCAVA voters who have requested delivery of their ballot by email. This run does not prepare labels or envelopes. If your county uses the option VOTER FOCUS ADMIN > System Options > Ballot By Mail > Email Ballots Delivered through Deliver Ballots Program, the email run emails ballots to all voters found by the run along with a PDF of instructions. See Set Up Automatic Emailing of Ballots for instructions on setting up the ballots and instructional PDFs. If your county does not use the Email Ballots Delivered through Deliver Ballots Program option, the email run does not email ballots. The actual emailing of ballots in this case is done voter-by-voter, as described in Handle Ballots Delivered by Email. Fax—UOCAVA voters who have requested delivery of their ballot by fax. This run does not prepare labels or envelopes, nor does it send ballots. For more information, see Handle Ballots Delivered by Fax. MARG Voters—Voters whose ID Required to Vote check box is selected in their voter record.
Change Sort Order	Opens the Print Envelope Sort Order dialog where you can specify the sort sequence for envelopes, labels, and export files. The current sort order settings are displayed above the Change Sort Order button.
Maximum Ballots to Print	To limit the run to a specified number of voters, enter the number here.
Export to Mail House	To create an export file for a commercial printing/mailing house, select this option. The file is in TXT format and is placed in the folder specified in REPORTING > Flexible Reports > FlexRep Options > Path for Export Work Files. The name of the export file is: Elec<election number><run type>YYYYMMDDHHMM
Mailing Date/Time	Enter the date when the mail ballot packages are scheduled to be put in the mail. This date will appear on the Ballot By Mail tab of voter records, so that workers are able to advise voters who want to know when their ballots were mailed. The mailing date cannot be in the past. If you enter a date that is more than 15 days in the future, you will see a message that the ballots cannot be return processed until after the mailing date. Note: A ballot cannot be returned if the mailing date is in a different month than the return date.
Generate Test Requests	Available in the Training database only. This feature lets you generate mail ballot requests for the selected election for all Active voters in selected precincts. It is provided for training and testing purposes.
Utilities	Reprint Envelopes/Labels—Lets you reprint a run of mail-ballot labels or envelopes. Report of Voters in Deliver Ballots Run—Produces the report Ballots Issued in Deliver Ballots Run.