Recordkeeping

Records must be retained for three years from the end of the quarter in which the activity was reported, unless otherwise provided by rule, and must include: 1. For each raffle that uses tickets with detachable stubs: a. Purchase invoice documenting the purchase of tickets and range of ticket numbers printed; b. Ticket distribution log containing a ticket seller's name, quantity issued, range of single and discounted ticket numbers issued to the seller, and quantity sold; c. Reconciliation of the cash received from each ticket seller based on the number of tickets sold, including discounted tickets, date cash is received, and a schedule of bank deposits; d. A sample of a ticket; e. The stubs of all sold raffle tickets and all unsold raffle tickets which must be retained for one year from the end of the quarter in which the activity was reported on a tax return; and f. Documentation of the cost of nongaming activity according to subdivision b of subsection 1 of section 99-01.3-05-06. 2. For each online raffle: a. The single event raffle accounting and operating records according to subsection 2 of section 99-01.3-16-09.5; b. A reconciliation of the cash and credit card receipts received to the dollar value of draw numbers sold, date cash or electronic payment is received, and schedule of bank deposits; c. A reconciliation of all sold, voided, and unsold draw numbers to the total number of draw numbers that were available for sale; d. The actual winning draw number bearer tickets and stubs of all sold raffle tickets which must be retained for one year from the end of the quarter in which the activity was reported on the tax return; and e. List of the electronic mail addresses of each purchaser. 3. For each raffle that uses double roll tickets: a. Purchase invoice or receipt documenting the purchase of the double roll tickets and total number of tickets on each roll; b. The daily starting and ending cash on hand and IOU records according to section 99-01.3-03-06; c. Daily records according to subsection 4 of section 99-01.3-05-05; d. The stubs of all sold tickets and any unsold raffle tickets left on a roll which will not be sold in any other raffle which must be retained for one year from the end of the quarter in which the activity was reported on a tax return; e. All voided double roll tickets, which must be retained for six months; f. Inventory records according to subsection 4 of section 99-01.3-03-09; and g. The count and reconciliation of rolls of tickets and cash banks according to subsections 3, 4, and 6 of section 99-01.3-03-09. 4. For each raffle board: a. The sold raffle board with the state gaming stamp affixed which must indicate the winning number and player; b. The daily starting and ending cash on hand and IOU records according to section 99-01.3-03-06; c. Inventory records according to subsection 1 of section 99-01.3-03-09; and d. The count and reconciliation of raffle boards and cash banks according to subsections 1, 4, and 6 of section 99-01.3-03-09. 5. For all raffles: a. Prize register according to section 99-01.3-03-07 and record of win according to section 99-01.3-03-08; b. Cash profit as defined in subdivision b of subsection 9 of section 99-01.3-02-01; c. A summary of gross proceeds, prizes, adjusted gross proceeds, cash profit, cash long or short, and bank deposit. The summaries of all raffles for a quarter must reconcile to the tax return; and d. Purchase invoice or receipt documenting the cost and description of a merchandise prize. 6. Ideal cash bank master records according to subsection 4 of section 99-01.3-03-09. 7. Verification of the amount deposited according to a bank statement, and an audit of the game's activity according to subsections 6 and 7 of section 99-01.3-03-10.