N.J. Admin. Code § 13:69Q-1.12

Current through Register Vol. 56, No. 21, November 4, 2024

Section 13:69Q-1.12 - Accounting controls for a retail fixed odds wagering booth

(a) The assets for which each ticket writer is responsible shall be maintained on an imprest basis. A ticket writer shall not permit any other person to access his or her imprest inventory.

(b) A ticket writer shall begin a shift with an imprest amount of currency and coin to be known as the "fixed odds wagering inventory." No funds shall be added to, or removed from, the fixed odds wagering inventory during such shift, except:

1. In collection of wagers;

2. In order to make change for a patron buying a wagering ticket;

3. In payment of winning or properly cancelled or refunded fixed odds wagering tickets;

4. To process parimutuel transactions provided that such transactions are separately reconciled;

5. To process deposits or withdrawals to, or from, a patron's online fixed odds wagering account; or

6. In transfers with the race track vault or cage.

(c) A "fixed odds wagering count sheet" shall be completed and signed by the fixed odds wagering shift supervisor, and the following information, at a minimum, shall be recorded thereon at the commencement of a shift:

1. The date, time, and shift of preparation;

2. The denomination of currency and coin in the fixed odds wagering inventory issued to the ticket writer;

3. The total amount of each denomination of currency and coin in the fixed odds wagering inventory issued to the ticket writer;

4. The station number to which the ticket writer is assigned; and

5. The signature of the shift supervisor.

(d) A ticket writer assigned to a ticket writer station shall count and verify the fixed odds wagering inventory at the fixed odds wagering vault or other approved location, and shall agree to the count to the fixed odds wagering count sheet. The ticket writer shall sign the count sheet attesting to the accuracy of the information recorded thereon. The fixed odds wagering inventory shall be placed in a ticket writer's drawer and transported directly to the appropriate booth station by the ticket writer.

(e) Whenever funds are transferred from the vault to a ticket writer, the supervisor responsible for the vault shall prepare a two-part Writer Transfer-Out form. Upon completion of the form, the original shall be retained by the vault supervisor and the duplicate shall be retained by the ticket writer. The form shall include, at a minimum, the:

1. Date and time of the transfer;

2. Designation of the vault location;

3. Ticket writer station to where the funds are being transferred to;

4. Amount of each denomination being transferred;

5. Total amount of the transfer;

6. Signature of the preparer of the transfer;

7. Signature of the supervisor verifying and issuing the funds; and

8. Signature of the ticket writer verifying and receiving the funds.

(f) Whenever funds are transferred from the ticket writer to a vault, a two-part Writer Transfer-In form shall be prepared. Upon completion of the form, the original shall be retained by the ticket writer and the duplicate shall be immediately returned with the funds to the vault. The form shall include, at a minimum, the:

1. Date and time of the transfer;

2. Designation of the vault location where the funds are being transferred to;

3. Ticket writer station to where the funds are being transferred from;

4. Amount of each denomination being transferred;

5. Total amount of the transfer;

6. Signature of the ticket writer verifying and sending the funds to the vault; and

7. Signature of the supervisor verifying and receiving the funds.

(g) At the conclusion of a ticket writer's shift, the ticket writer's drawer and its contents shall be transported directly to the vault or to a location approved by the Division in the booth, where the ticket writer shall count the contents of the drawer and record the following information, at a minimum, on the fixed odds wagering count sheet:

1. The date, time, and shift of preparation;

2. The denomination of currency and coin in the drawer;

3. The total amount of each denomination of currency and coin in the drawer;

4. The total of the Writer Transfer-Out forms;

5. The total of the Writer Transfer-In forms;

6. The total amount in the drawer; and

7. The signature of the ticket writer.

(h) The fixed odds wagering booth shift supervisor shall compare the ticket writer system closing balance to the fixed odds wagering count total, record any over or short amount, and sign the fixed odds wagering count sheet.

(i) If the fixed odds wagering count sheet lists an overage or shortage, the ticket writer and the shift supervisor shall attempt to determine the cause of the discrepancy in the count. If the discrepancy cannot be resolved, such discrepancy shall be reported to the surveillance department and the fixed odds wagering manager or department supervisor in charge at such time. Any discrepancy in excess of $ 500.00 shall be reported to the Division. The report shall include the following:

1. The date;

2. The shift;

3. The name of the ticket writer;

4. The name of the supervisor;

5. The station number; and

6. The amount of the discrepancy.

(j) Whenever funds are transferred from the vault to the main cage, the supervisor responsible for the vault shall prepare a two-part Vault Transfer-Out form. Upon completion of the form, the original shall be retained by the vault supervisor and the duplicate shall be transferred with the funds to the main cage. The form shall include, at a minimum, the:

1. Date and time of the transfer;

2. Designation of the vault location;

3. Designation of the cage location;

4. Amount of each denomination being transferred;

5. Total amount of the transfer;

6. Signature of the preparer of the transfer;

7. Signature of the vault supervisor verifying and issuing the funds; and

8. Signature of the cage cashier verifying and receiving the funds.

(k) Whenever funds are transferred from the main cage to a vault, a two-part Vault Transfer-In form shall be prepared. Upon completion of the form, the original shall be retained by the cage cashier and the duplicate shall be transferred with the funds to the vault. The form shall include, at a minimum, the:

1. Date and time of the transfer;

2. Designation of the vault location where the funds are being transferred to;

3. Cashier location where the funds are being transferred from;

4. Amount of each denomination being transferred;

5. Total amount of the transfer;

6. Signature of the cage cashier verifying and sending the funds to the vault; and

7. Signature of the vault supervisor verifying and receiving the funds.

N.J. Admin. Code § 13:69Q-1.12

Adopted by 53 N.J.R. 2081(a), effective 11/3/2021

Amended by 55 N.J.R. 1839(a), effective 8/21/2023