Deliver Ballots

To access: VOTE BY MAIL > Deliver Ballots

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

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 who requested delivery of their ballot by email or fax, changing the status of their requests to Delivered. You can also do a run for voters requesting supervised voting at assisted living facilities.

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.

From this dialog, you can prepare mail-ballot files for export to commercial printing/mailing houses. If your county has the Relia-Vote or another third-party mail-balloting system, you can prepare export files to these systems.

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 unless you are creating them for advance ballots. Note If you are doing the run for advance ballots, only the following run types are needed, but be aware that advance ballots are only used in rare circumstances. Overseas Military Overseas Civilian Absent Domestic Military Email Fax Overseas Military—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 VOTE BY MAIL > Vote-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 > Vote by Mail > Email Ballots Sent Automatically, the email run emails ballots to all voters found by the run along with a PDF of instructions. See How to 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 Sent Automatically option, the email run does not email ballots. Instead, it produces a report listing the voters and gives you the option of clicking Update to change the affected voters' status for their mail-ballot request to Delivered. The actual emailing of ballots will have to be done voter-by-voter, as described in How to 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. It 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. For more information, see How to Handle Ballots Delivered by Fax. MARG Voters—Voters whose ID Required to Vote check box is selected in their voter record. Supervised Voters—Voters whose Supervised Voting check box is selected in their voter record, indicating they want supervised voting at their assisted living facility. Note Supervised voters whose ID Required to Vote check box is selected in their voter record or who have an overseas address will not be included in the Supervised Voters run. Those with ID Required to Vote will be included in the MARG Voters run. Those with an overseas address will be included in the appropriate overseas run (Overseas Civilian or Overseas Military).
Envelope Type	These options appear only when the selected election is set up to provide advance ballots to voters. (That is, the Advance Ballots option on the Election Maintenance dialog is selected.) Select Advance Ballots if you are printing labels for advance ballots for the run types Overseas Military, Overseas Civilian, Absent Domestic Military, Email, and Fax. To print labels for mail ballots for these run types, select Vote-by-Mail Ballots. Note Advance ballots are only used in rare circumstances.
Change Sort Order	Click to bring up 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 where <run type> is: OseasMil for Overseas Military OseasCiv for Overseas Civilian DomMil for Domestic Military AbsDomMil for Absent Domestic Military DomCiv for Domestic Civilian MARG for MARG voters Supervised for supervised voters
Pitney Bowes Export	Pitney Bowes Relia-Vote interface only. Select this option to create an export file of mail-ballot information for Relia-Vote.
Export Reference Signatures	Generic Absentee Envelope Reader Interface only: Select this option to create reference signature files for your third-party mail-balloting system if the system has a signature-recognition/verification feature. See How to Provide Voter Signatures to a Mail-Balloting System for more information.
Mailing Date/Time	Enter the date when the mail-ballot packages are scheduled to be put in the mail. This date will be appear on the Vote-by-Mail tab of voter records, so that workers will be 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.
Generate Test Requests	Available in the Training and Sandbox databases 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.
Export Reference Signatures for Pickup Ballots	Generic Absentee Envelope Reader Interface only. Click to create reference-signature files for voters who picked up their ballots at the elections office. See How to Provide Voter Signatures to a Mail-Balloting System for more information.
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.