Reconciling Ballots
Counting the number of ballots received (from the electoral management body) is one of several tasks to be accomplished at the opening of the polls. In countries where each party has its own ballot and where envelopes are used, it is important to count ballots and envelopes and to verify that all party's ballots are available to the voters. This is an important aspect of the audit trail, as this figure will be needed to reconcile the number of ballots used/unused after the voting has taken place.
To ensure completeness, all ballots received should be counted, and serial numbers on the counterfoils (as applicable) should be verified through inspections of the ballot booklets. It is appropriate, especially if ballots are delivered by hand, that the ballot quantities be counted in the presence of the officer who delivered them. A receipt can be signed with a copy then attached to the voting record book. More important, however, is that the count be done at the polling station, in the presence of all representatives of political parties/candidates/options. In all cases, the information should be written in the ballot accounting form.
Once the ballots are counted and proper observations are made on the appropriate forms, then all persons present at the polling station should be shown that the ballot box is empty before placing security seals on the ballot box. The serial number(s) of the seal(s) should be written in the voting record book and on any other appropriate form. These procedures are very important, as they constitute the start of an important audit trail. Many mistakes can be prevented if these procedures are followed. If discrepancies occur, steps can be retraced back to the beginning of ballot marking.
Once these preliminary procedures are completed, the person in charge may announce that the polling station is officially open to the first voter.
At closing time, the person in charge of the polling station should announce officially the closing of the poll. The poll official should ensure then that only pre-authorised persons are allowed to process or witness the procedures for preparing the ballot box for transportation to the counting centre. Poll workers, National/international electoral observers, representatives of political parties, and candidate agents, should be permitted to stay. If no one except the poll workers are present, the last voters may be asked to stay to witness the preparation.
The presence of the representatives of the political parties/candidates/options and National/international electoral observers is an important element of the transparency that must be demonstrated in a democratic election.
Reconciliation and Procedures in Case of Discrepancies
During the closing of the poll and before starting the reconciliation, the poll official should seal the slot of the ballot box, using an official seal with serial numbers. Then the poll official must count the numbers of used ballots by counting the used counterfoils (the ballot box remains sealed), unused ballots and spoiled ballots. The total of these three categories should balance with the number of ballots received at the opening of the polling station. Verification of the number of voters who voted on election day should also be done using the marked-up voters' list and the voting record book entries. It may be necessary to look at the voting record book as some jurisdictions authorize registration of voters on polling day and these may be added using the voting record book. Other jurisdictions use separate forms. Please refer to Election Day Registration Additions and Revisions and Election Day Registration Additions and Revisions for more details on election day registration. This information can be written on a ballot account form (see Tally sheet - Canada), signed by the poll official and/or the poll clerk, poll workers, as well as party representatives.
In case of discrepancies in the reconciliation process, the count should be repeated by verifying the observations made in the voting record book for the spoiled ballots. This can also be accomplished by recounting the unused ballots and the used counterfoils. If discrepancies remain, then verification with a higher authority (the district electoral officer and/or the Electoral Management Body) of the number of ballots sent to the polling station should be done to verify figures and to inform these authorities of the situation. Keeping higher authorities informed of any problems is an important part of the transparency required in an election.
If no satisfactory answer for the discrepancy is found, corrections and amendments to the voting record book, reconciliation form, or any other relevant form should be made to reflect the appropriate number of ballots. To validate these new figures, and to ensure that everybody who should know is informed of the situation and agrees with it - poll workers, political parties' representatives, and candidates' agents present at the polling station for the vote count. These parties should complete a report and sign the forms and/or the voting record book. This new figure should then become the official one for the polling station. All the documents and forms prepared should be put into a sealed envelope or plastic bag and attached to the ballot box.
To facilitate the transportation, a bag large enough to contain the ballot box and all the sealed envelopes attached to it can be used and sealed prior to transportation. If the ballot box is too big or heavy, the envelopes should be securely taped onto the ballot box while ensuring that the seals of the ballot boxes are still legible and intact.
For more details on opening procedures and closing procedures, please refer to Voting Procedures and Close of Voting.
