Kentucky Administrative Regulations › Title 820 - PUBLIC PROTECTION CABINET - DEPARTMENT OF CHARITABLE GAMING › Chapter 1 - Charitable Gaming › Section 820 KAR 1:057 - Recordkeeping

Current through Register Vol. 51, No. 1, July 1, 2024
RELATES TO: KRS 238.536, 238.550, 238.560
NECESSITY, FUNCTION, AND CONFORMITY: KRS 238.515 and 238.550
				authorize the Department of Charitable Gaming to establish and enforce
				standards of accounting, record-keeping, and reporting to the department to
				ensure charitable gaming receipts are accounted for properly. This
				administrative regulation establishes the minimum requirements for accounting,
				recordkeeping, and reporting to the department and establishes allowable
				charitable gaming expenses.
Section 1.
			 Bank Account and Records.
(1) A charitable
			 organization shall maintain a single bank account for charitable gaming
			 receipts. This account shall be separate from any other account maintained by
			 the charitable organization.
(2)
			 Disbursements for charitable gaming expenses and charitable donations shall be
			 made by check or electronic fund transfer directly from the charitable gaming
			 account.
(3) All receipts and
			 donations from each charitable gaming session shall be deposited by the second
			 business day following the charitable gaming session at which they were
			 received. The deposit for each charitable gaming session shall be made
			 separately and shall not be combined with the deposit from any other charitable
			 gaming session.
(4) All types of
			 deposits, including startup cash, returned checks collected and check
			 collection fees, progressive game carry forward, cash prizes not awarded, and
			 adjusted gross receipts, shall be listed separately on the deposit
			 reconciliation sheet and the deposit slip. Each individual check shall be
			 listed separately on the deposit slip. If a register tape is run listing the
			 amounts of the individual checks, it may be attached to the deposit slip. Total
			 cash and coins shall be listed separately. The charitable organization shall
			 keep a copy of the deposit slip.
(5) Checks that have been returned for
			 insufficient funds that have not been collected shall be retained by the
			 charitable organization for three (3) years following the close of the calendar
			 year in which the check was issued. If the check has been turned over for
			 collection, the charitable organization shall retain a copy of the check with
			 contact information for the person or entity collecting the check.
(6) Monthly bank statements and
			 reconciliations for all accounts shall be maintained by the charitable
			 organization for three (3) years following the close of a calendar
			 year.
(7) Bank image copies of the
			 fronts and backs of checks from any account into which charitable gaming funds
			 are deposited or transferred shall be made available to the department upon
			 request.
(8) Gross receipts shall
			 include the money received from the sale of raffle tickets, bingo cards or
			 faces, pickle jars, bonanza balls, hot balls, card-minding devices, pulltabs,
			 electronic pulltab devices and electronic pulltabs, charity fundraising event
			 games, special limited charity fundraising event games, returned check
			 collections, credit card fees collected by a charitable organization at a
			 charitable gaming session, and any check collection fees minus returned
			 checks.