Organization (Operator) Record Keeping Requirements

PURPOSE: This rule describes the record keeping requirements and record retention requirements for bingo organizations licensed by the commission, effective January 1, 1995. (1) An organization shall maintain complete, accurate, and legible general accounting records that contain sufficient detail to furnish information, which shall be made available and recorded at each occasion, regarding all bingo game activity including the number of admission fees, if any, the number of bingo cards and pull-tab cards sold by category and price. All working papers shall be maintained. Records shall be sufficient to adequately reflect gross receipts, as defined in 11 CSR 4530.205, prizes awarded, expenses, and other bingo game related transactions to include all bingo paper and pull-tab sales which accurately reflect the requirements and restrictions contained in the Missouri Constitution and Chapter 313, RSMo. (2) The bingo chairperson shall be responsible for all records necessary to accurately reflect the bingo operations and shall ensure timely filing of all required reports. (3) Each organization shall perform a monthly reconciliation of the special bingo checking account, as required by 11 CSR 45-30.280, which lists outstanding checks, deposits, and beginning and ending book balances for the month. (4) Copies of supplier invoices for all bingo paper, pull-tabs, and bingo equipment purchased must be maintained and stored by the organization. GAMING COMMISSION (5) Winning bingo cards for values of two hundred dollars ($200) or more shall be signed by the winner, dated, and retained by the organization for a period of one (1) year. If the winning pattern was achieved on a Braille bingo card, a photocopy of the Braille card shall be signed, dated, and retained for a period of one (1) year. (6) All pull tab flares must be retained by the organization for a period of one (1) year from the date the corresponding pull-tab game is completed or terminated upon prior approval by the commission. (7) All pull-tab winners shall be counted and totaled at the end of each occasion to determine and record the prizes awarded. All winning pull-tab cards shall be retained for a period of four (4) weeks. Each winning pull-tab card for values of one hundred dollars ($100) or more must be signed by the winner, dated, and retained by the organization for a period of one (1) year. (8) At the time each winning pull-tab card is identified, it shall be validated by either marking it with permanent ink or a hole punch so that it cannot be reused, resold, or reclaimed. (9) All records not specified in sections (5), (6), (7), or (8) of this rule, as well as all ledgers, receipts, and invoices required by this rule and Chapter 313, RSMo, must be retained for a period of two (2) years, unless prior written approval is received from the commission to retain any such record, ledger, receipt, or invoice for a period less than two (2) years, and stored in such a manner as to be immediately available for inspection by the commission upon demand. (10) If sight-impaired players are sold Braille bingo cards for use during an occasion an equal amount of paper bingo cards shall be destroyed. (11) Operators are only allowed to buy bingo paper, pulltabs, and bingo equipment from suppliers licensed by the commission. If violations of this restriction or other restrictions listed in this rule, or Chapter 313, RSMo, are identified by the commission, the operator’s license may be subject to penalties, suspension, or revocation. The term bingo equipment and supplies does not include markers, cushions, bags, and other incidentals. AUTHORITY: sections 313.050, 313.052, and 313.065, RSMo 2016.* Original rule filed Dec. 15, 1994, effective May 28, 1995. Amended: Filed Dec. 1, 2004, effective June 30, 2005. Amended: Filed Jan. 27, 2006, effective Sept. 30, 2006. Amended: Filed July 28, 2010, effective Jan. 30, 2011. Amended: Filed June 25, 2015, effective Feb. 29, 2016. Amended: Filed June 30, 2016, effective Feb. 28, 2017. *Original authority: 313.050, RSMo 1981, amended 1993, 2010; 313.052, RSMo 1994; and 313.065, RSMo 1981, amended 1993, 1995.