Required Records

Required Records. (a) A separate checking account at a local bank within the state of Mississippi shall be established for bingo by the charitable organization. Only proceeds from bingo may be deposited in such account, and only expenses relating to bingo may be drawn against such account. Any expense that the charitable organization would not incur without a bingo hall is considered a fundraising expense versus a charitable organization’s expense. Of the charitable organization’s fundraising expenses, authorized bingo expenses are outlined as follows: 1. The charitable organization may pay as compensation for all persons involved in the holding, operating or conducting of any licensed game(s) of chance an amount not to exceed Six Hundred Dollars ($600.00) per session; 2. The actual and reasonable costs of purchasing or leasing necessary supplies, equipment and materials to be used exclusively in the holding, operating or conducting of the bingo game; and 3. The actual and reasonable costs incurred in obtaining and performing necessary payroll, bookkeeping, security and janitorial services for the holding, operating or conducting of the bingo game. The reasonableness of the amounts of and the necessity for an expense authorized by this subsection shall be determined by the Commission. All disbursements related to bingo operations shall be made only by electronic transfer or check drawn on this special bank account, with the sole exception of prize payouts of under Six Hundred Dollars ($600.00) per prize. All written checks shall be made payable to a specific person or corporation, and no written check shall be made payable to cash. All electronic transfers drawn against the bingo account must be approved in writing by the bingo supervisor or designated alternate, and all written checks drawn against the bingo account must be signed by the bingo supervisor or designated alternate supervisor on file with the Commission. Only expenses authorized by statute are allowed and all disbursements from the separate bingo account must be in strict compliance with established policy of the charitable organization. All disbursements including any electronic transfers, must be fully supported by permanently filed receipts, invoices, or other sufficient documentation and must be properly and accurately recorded. (b) Any compensation paid to any worker must be made by electronic transfer or written check from the charitable organization's bingo checking account. Items provided or donated to the charitable organization without payment, or any cost incurred by the charitable organization, must be documented and include evidence from the donor that no cost was incurred by the charitable organization. (c) All receipts from bingo, except for cash used to make prize pay-outs of less than Six Hundred Dollars ($600.00) per prize, and that amount retained as a cash bank, shall be deposited in the charitable organization’s bingo account no later than the next banking day following the bingo session. The start-up bank may be retained from session to session or deposited at the discretion of the bingo supervisor. All deposit slips must be sufficiently completed as to identify the date and source of the receipts being deposited. (d) The charitable organization’s bingo account must be reconciled monthly by someone in the charitable organization other than the person(s) authorized to sign checks on that account. (e) All deposit slips, bank statements, with photo-copied canceled checks, and other bank records must be maintained as permanent record and must be available for inspection by a duly authorized representative of the Commission (f) Each bingo location shall create and maintain accurate, legible and permanent records of all transactions pertaining to revenue and expenditures of the bingo operation. All such documents will be completed in non-erasable/permanent ink. Detailed supporting and subsidiary records which identify all revenues, expenses, assets and liabilities must be kept. These records include, but are not limited to: sales invoices and receipts, purchase invoices and receipts, shipping documents, lease agreements, inventory records, and the records of daily bingo activity (session reports) as prescribed by the rules. All records must be maintained within Mississippi for at least three (3) years. Failure to maintain complete and accurate reports could result in suspension and/or revocation of the license. (g) In addition to other record requirements, a session report shall be completed on forms provided by the Commission for each session of bingo that is held. If two (2) sessions are held on the same day, a separate report must be made for each session and be both completed and received by the Commission via electronic mail prior to the start of the next session. This record shall become permanent and must be available for inspection at all times by duly authorized representatives of the Commission. The completed report must be signed by the bingo supervisor or alternate supervisor, whose name is on file with the Commission, attesting to its correctness. Page 2 (Game Report) and page 7 (Receipts & Prize Payouts) of the session report shall be sent via electronic mail to the assigned MGC bingo agent prior to the start of the next session. Other signatures of workers will also be required as specified. (h) The session report will be completed in non-erasable ink and will include the following information: 1. General information i. Name of licensed charitable organization d/b/a bingo location ii. Date iii. Session number iv. Time session began v. Time session ended vi. Total number of participants vii. Copy of program run for that session 2. Schedule of workers i. Total number of workers ii. A complete list of workers, including both names and social security numbers, must be maintained on file at the bingo location and available for inspection by agents of the Commission. iii. The job duty to each worker (such as responsible for money count, or sale of paper sheets and runner, etc.) iv. Hours actually worked by each worker v. Compensation paid to each worker--if none, indicate “NONE” vi. Signature of each worker attesting to correctness of hours and compensation vii. Total amount of compensation paid to all workers 3. Game report i. List by name, number and type of each game offered during the session (include pull-tabs and electronic pull-tab devices, if applicable). The program for each session must be attached to the session report. ii. Total number by type of game sheets, packets and/or cards sold to participants iii. Cost to participant per each type game sheet, packet or card sold iv. Names of worker(s) selling game sheets, packets, cards, and their signature(s) verifying the numbers of paper supplies issued and prices paid by the participants 4. Total receipts from bingo and electronic daubers i. Total receipts is the gross amount received from all participants from the sale of packets, game sheets, cards, etc., from the session. Do not include receipts from pull-tabs or electronic pull-tab devices in this total. This figure is attested by signature of the worker who has duty of cashier and another worker who verified the money count. 5. Prize report i. List the prize(s) awarded for each individual game (exclude pull-tab and electronic devices). ii. List the names of winners for each prize awarded and, if there are multiple winners, all names must be listed for each prize. iii. List the type of games for which prizes were awarded. The winning game sheet or card must be retained for a period of ninety (90) days, or until an agent does an inspection and instructs that said sheets may be destroyed. A list of winners must be retained for verification for a period of three (3) years. iv. List the amount of each prize awarded. If the prize is non-cash, a description of the prize and its fair market value shall be recorded. Also include any door prize which is awarded in a session. A door prize must be included in the per session prize limitation. v. List the total amount of all prizes for the session (exclude pull-tab and electronic pull-tab devices) vi. A receipt must be written for each prize in excess of Six Hundred Dollars ($600.00) that is awarded to a bingo participant. A receipt must be written for each prize of any amount for a variable bingo game and pull-tab progressive game (excluding consolation prizes and instant winners). The receipt booklet must be a three-part form with pre-printed numbers. The name of the charitable organization and the bingo location must be pre-printed on the receipt. 1. The original copy of the receipt is to be completed and given to the bingo participant upon determination that the participant has won a prize. The second copy is to be given to the cashier for verification of the prize when the prize is paid to the winning participant to ensure that the original had not been tampered with or altered in any way. This second copy must be signed by the participant when he or she receives his or her winnings. This second copy is permanent record and must be attached to the session report. An unsigned prize receipt will void the prize. The third copy must be maintained in its original booklet to be used as verification and maintained on file for at least three (3) years. 2. The following information is to be included on the receipt: i. Date ii. Session number iii. Game played iv. Prize amount awarded v. Name of winner printed legibly vi. Home address of winner, including street number, city and state vii. Social security number or driver’s license number of winner viii. Signature of winner ix. Signature of worker who awarded the prize x. Signature of cashier who paid the prize 3. If the prize is Six Hundred Dollars ($600.00) or more, a check must be written to the winner. This amount must be included in the total prizes awarded. 6. Pull-tab bingo. i. List by name and serial number each deal being sold during the session. ii. List the number of pull-tabs sold. iii. List the price per pull-tab sold. iv. List the name of worker(s) selling pull-tabs and their signature verifying total issued, sequence numbers and price. v. List the total receipts from pull-tabs. 7. Prizes awarded for pull-tab bingo. i. The participant must sign all winning pull-tabs beginning with third tier from the bottom and up or the participant must sign if pull-tab is twenty-five dollars or more. A copy of the payout sheet, which is included in each deal, must be maintained as evidence of all receipts and prize payouts. ii. Total amount of prizes awarded for pull-tabs. Any winning player receiving Six Hundred Dollars ($600.00) or more and/or any amount of a progressive pull-tab win, must sign a receipt as described in 13 Miss. Admin. Code Pt. 10, R. 5.3(h)(5)(vi). iii. The winning tabs must be retained for a period of ninety (90) days or until an agent does an inspection and instructs that said pull-tabs may be destroyed. 8. Total receipts from electronic pull-tab devices. The money count report must be attached to the session report. 9. Total prizes paid to electronic pull-tab device players. All payout tickets must be signed by the participant and the cashier. All tickets must be attached to the session report for verification. Any winning player receiving Six Hundred Dollars ($600.00) or more must sign a receipt as described in 13 Miss. Admin. Code Pt. 10, R. 5.3(h)(5)(vi). 10. Total of all receipts from bingo, including electronic daubers, pull-tabs, and electronic pull-tab devices 11. Total of all prizes awarded from bingo, including electronic daubers, pull-tabs, and electronic pull-tab devices 12. Win/Loss (gross receipts less prizes awarded) 13. Cash reconciliation i. List beginning cash on hand and have two (2) workers verify with signatures. ii. List cash receipts for the session. iii. List cash disbursements prizes under Six Hundred Dollars ($600.00). iv. List ending cash on hand and have two (2) workers verify with signatures. v. List check receipts for the session. vi. Must contain the signature of the bingo supervisor or designed alternate supervisor verifying all information on the report is true and correct. 14. For each progressive pull-tab jackpot, the bingo location must maintain, at a minimum, the following records for a period of three (3) years from the date that the progressive game prize was awarded or the game was considered closed: i. date the progressive jackpot started; ii. method or rules detailing how game is played and how the potential jackpot is won; iii. dollar amount of contribution into the jackpot per deal; iv. dollar amount of the jackpot cap; v. accumulated jackpot totals including any backup jackpots; vi. form number, serial number and sale date of the deals contributing to the jackpot; and vii. name and identification of the winner with the date and amount won. This information is to supplement the prize report information required by 13 Miss. Admin. Code Pt. 10, R. 5.3(h)(5)(vi). viii. Once a bingo location offers a progressive pull-tab for play, the bingo location must continue to offer that particular progressive pull-tab at every subsequent session at that location until the jackpot and any backup jackpots are won.