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July 17, 2013

Re:      Reimbursement for Special Election Expense

Dear Mayor,

Today, the Division of Elections has issued guidance on the reimbursement for the Special Election cost.  A copy of their letter is available at www.njslom.org/letters/special-election-reimbursement.pdf.  As noted in our June 25 Dear Mayor Letter, we sent the Governor a letter expressing our concerns about any unanticipated expenditures due to the upcoming special primary election scheduled for August 13 and the special election scheduled for October 16. 

All reimbursements will be coordinated through the County Boards of Election, who will submit the necessary documentation to the Division of Elections.  The Division of Elections will not consider any reimbursement request that is submitted from other offices other than the County Board of Elections.  The County should submit the request for reimbursement as soon as possible to ensure that full reimbursement can be made by December 31, 2013.  

The letter outlines the Special Primary Election and Special General Election expenses that will be reimburse by the State to the extent they are reasonable and necessary.  Expenses included on the list are:

  • Overtime for Office Staff:  The cost of any overtime hours reasonably incurred by county or municipal election office staff, which would not have occurred but for the Special Primary Election or Special General Election, will be assumed by the State.  The cost of regular work hours will not be reimbursed by the State.  Please note that for overtime reimbursements for regular staff, the county must provide the State with the hours worked, hourly rate, total amount paid and the check number.
  • Additional Staff:  The cost of additional temporary staff that would have not been hired but for the Special Primary Election or Special General Election will be assumed by the State.  Please note that for overtime reimbursements for regular staff, the county must provide the State with the hours worked, hourly rate, total amount paid and the check number.
  • Cost of Polling Place Rentals.
  • Mileage:  Mileage will be reimbursed for use of personal vehicles on Election Day at the State approved rate of $0.31 per mile.  This does not cover regular commuting miles.

The Division of Elections will be issuing further guidance and necessary forms for the County to seek reimbursement for cost associated with the Special Elections.  

We urge municipalities to work closely with their County Boards of Election to ensure a timely reimbursement.

Questions can be directed to Lori Buckelew at lbuckelew@njslom.org or 609-695-3481 x112.

Very truly yours,

Janice S. Mironov, President,                                                   William G. Dressel, Jr.
New Jersey State League of Municipalities                              Executive Director
Mayor, East Windsor Township

 

 

 

 

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