This business process flow shows the high level steps utilized to send Voter Registration information to consumers.
Business Process Diagram
Business Process Steps
Voter Registration information should be offered to consumers at application, review, IR/12 Month Report or when there is a change of address.
Voter Registration at Application:
The paper application and Self-Service Portal (SSP) application present the consumer with a voter registration preference question. It is not required for an eligibility determination, but gives the consumer an opportunity to state they would like to register to vote. The response to the question is recorded on the Voter Registration Detail page in KEES. Responses from the SSP map into KEES. However, staff must manually enter responses from the paper application. The Voter Registration batch in KEES uses the record on the Voter Registration Detail page to determine if voter registration information needs to be sent to a consumer. If the consumer selects yes or does not respond to the voter registration preference question, KEES generates the V779: Voter Registration Cover Letter. The Central Print office encloses a Voter Registration card with the Cover Letter to be mailed to the consumer.
Voter Registration at Review, IR, or 12 Month Report
KEES generates the V779: Voter Registration Cover Letter to be enclosed with every Review, IR or 12 Month Report. In addition, the Central Print office encloses a Voter Registration card to be mailed to the consumer.
Voter Registration with a Reported Change of Address
KEES generates the V779: Voter Registration Cover Letter when a Primary Applicant’s physical address changes in KEES. In addition, Central Print encloses a Voter Registration card to be mailed to the consumer. KEES will only send one form and card to the consumer within 5 business days regardless of how many address changes occur within that 5 day period.
Key Process Considerations
· The V779: Voter Registration Cover Letter can be generated manually or by batch.
· The response to the voter registration preference question from the SSP applications maps to the PDF application, e-Application Summary page and the Voter Registration Detail page in KEES.
· Consumers with a SSP account will also receive the V779: Voter Registration Cover Letter and enclose Voter Registration Card in their SSP Message Center.
· The V779: Voter Registration Cover Letter and enclosed Voter Registration Card can be generated for other adult household members from Distributed Documents. The V779 is never sent to any additional correspondents on the case.
· If a case is reopened after the DCF Review/IR batch has ran and the form needs to be sent manually the V779 should also be sent.