Sec. 36.03.10.31. Accounting Controls in a Check Bank

A. In addition to the documentation requirements of Regulations .24 and .25 of this chapter, a facility operator shall record in a player’s credit file all transactions affecting a player's outstanding indebtedness to the facility operator, and the credit file shall include:

(1) Transactions recorded in chronological order;

(2) Credit transactions segregated from customer deposit transactions; and

(3) Documentation of:

(a) For counter checks, the date, amount, and series number;

(b) For each substitution check:

(i) The date, amount, and check number of the substitute check; and

(ii) The series number of the counter check or check number of the replacement check returned to the player;

(c) For each consolidation check:

(i) The date, amount, and check number of the consolidation check; and

(ii) The series numbers of the counter check or check number of the replacement check returned to the player;

(d) For each redemption check:

(i) The date, amount, and check number of the redemption check;

(ii) An indication as to whether the redemption was partial or full; and

(iii) The series number of the counter check or check number of the replacement check returned to the player;

(e) Date, amount, and series or check number of each check:

(i) Deposited; and

(ii) Returned;

(f) If a check has been returned, the reason for its return;

(g) Player’s outstanding balance after each transaction;

(h) Date, amount, and series or check number of a check which has been partially or completely written off by the facility operator; and

(i) If a write off, the reason for the write off.

B. A facility operator shall maintain original copies of counter checks and replacement checks accepted in substitution, consolidation, and redemption transactions in its check bank.

C. A facility operator’s check bank shall prepare and maintain for each shift, manually or by computer, a log of all counter checks exchanged and of all replacement checks received in substitution, consolidation, and redemption transactions which includes the following:

(1) The balance of the checks on hand in the check bank at the beginning of each shift;

(2) For counter checks accepted and for replacement checks received in substitution, consolidation, or redemption on the shift:

(a) Date of the check;

(b) Name of the drawer of the check;

(c) Amount of the check;

(d) If a counter check, the series number;

(e) If a replacement check, the check number; and

(f) If applicable, an indication that the check was accepted in a substitution, consolidation, or redemption transaction;

(3) For checks deposited, substituted, consolidated, or redeemed by a player on the shift:

(a) Date on which the check was deposited, substituted, consolidated, or redeemed;

(b) Name of the drawer of the check;

(c) Amount of the check;

(d) If a counter check, the series number;

(e) If a replacement check, the check number; and

(f) An indication as to whether the check was deposited, substituted, consolidated, or redeemed; and

(4) The balance of the checks on hand in the check bank at the end of each shift.

D. A facility operator shall develop and include in the internal controls submitted to and approved by the Commission under Regulation .05 of this chapter procedures addressing accounting controls over the check bank, including end of shift and end of gaming day deposits and reconciliations.