Current through all regulations passed and filed through December 16, 2024
(A)
Each licensed
e-bingo organization shall establish, maintain and update an internal control
system, the purposes and the procedures of which shall be designed to
reasonably insure that:
(1)
Critical assets associated with the operation of the
electronic instant bingo system are safeguarded;
(a)
An organization
shall maintain custody of all keys to an electronic instant bingo device. The
keys for the lock for a device's outer door must be keyed differently than the
inner compartment that houses the computer logic and currency validator stacker
area.
(b)
An electronic instant bingo device may not be reserved.
A device may be held for an active player for no more than fifteen
minutes.
(c)
An organization or employee may not modify the assembly
or operational functions of an electronic instant bingo device.
(2)
Financial records are accurate and reliable;
(3)
Transactions are
performed only in accordance with the specific or general authorization of the
electronic instant bingo operator(s);
(a)
An organization
that conducts electronic instant bingo shall maintain a separate cash register
for all monies associated with electronic instant bingo. All monies shall be
locked and secured in a safe devoted exclusively to electronic instant
bingo.
(b)
Access to the cash register, safe and electronic
instant bingo operations shall be limited to the Electronic Instant Bingo
Operator(s) listed on the organization's license application or amendment
submitted to the attorney general.
(c)
After the close
of business on the last day of every month, an organization is required to
separate its starting cash bank amount from the total cash contained in the
cash register and to deposit the excess cash into its designated electronic
instant bingo account within four days.
(d)
If at any time
during the month the proceeds of electronic instant bingo exceeds two thousand
dollars over the starting cash bank, the excess must be deposited into the
designated bank account within four days.
(4)
Electronic
instant bingo transactions are recorded adequately to permit proper reporting
of gross and net revenue, to determine charitable distributions, prize
payments, allowable expenses and to maintain accountability for
assets;
(5)
Access to electronic instant bingo system assets is
permitted only by authorized personnel;
An organization shall maintain an access log prescribed by
the attorney general for each electronic instant bingo device. A person who
accesses a device shall record the reason for access and date and initial the
log. An organization shall retain the log in the device.
(6)
Recorded accountability for electronic instant bingo assets
must be compared with actual assets at reasonable intervals and appropriate
action taken with respect to any discrepancies;
(7)
A ticket voucher
is only valid and must be presented for redemption within twenty-four hours of
the end of the bingo session in which it was won, as listed on the licensed
organization's license;
(8)
The organization immediately shall shut down an
electronic instant bingo system and notify the attorney general if it detects
or discovers any defect, malfunction, or problem with an electronic instant
bingo operating system, electronic instant bingo device, or electronic instant
bingo game that affects the security or the integrity of the game. The
organization shall also immediately notify the distributor or manufacturer of
the defect, malfunction, or problem.
(9)
An organization
may not
(a)
Knowingly redeem a ticket voucher that has been defaced, tampered with, or
counterfeited. If a player attempts to redeem a voucher that has been defaced,
tampered with, or counterfeited, the organization, if possible, shall retain
and void the credit ticket voucher;
(b)
Knowingly redeem
a ticket voucher that was issued at another site or a voucher that was issued
prior to the bingo session at which it is presented for redemption. If a player
attempts to redeem a voucher that was issued prior to the bingo session in
which it was presented for redemption, the organization, if possible, shall
retain and void the credit ticket voucher;
(c)
Modify the
assembly or operational functions of an electronic instant bingo
device.
(10)
Electronic instant bingo is conducted with integrity;
and
(11)
Chapter 2915. of the Revised Code and rules of the
attorney general are followed.
(B)
The internal
control procedures must be in writing and available to the attorney general
upon request. The attorney general may, in writing, approve, deny, or require a
revision to any provision or proposed amendment to the internal control
systems. If the licensed e-bingo organization is notified of a required
revision, the licensed e-bingo organization must work with the attorney general
to address the revision;
(C)
If the attorney general requests additional
information, clarification, or revision of any proposed amendment to an
internal control and the licensed e-bingo organization fails to satisfy the
request within thirty days after the attorney general's request, the attorney
general shall consider the amendment denied and it cannot be implemented. If
the licensed e-bingo organization subsequently wants to pursue the amendment,
it must resubmit the request along with the additional information previously
requested by the attorney general.
(D)
In the event of
an emergency, the licensed e-bingo organization may temporarily amend an
internal control procedure. The attorney general must be notified that an
emergency exists before temporarily amending an internal control
procedure.
(E)
A licensed e-bingo organization must submit the
temporary emergency amendment of the internal control system to the attorney
general within twenty-four hours of the amendment.
(F)
The submission
must include the detailed emergency procedures that will be implemented and the
time period the emergency procedures will be temporarily in place. Any concerns
the attorney general has with the submission must be addressed with the
licensed e-bingo organization.
(G)
If the attorney
general determines that the administrative or accounting procedures or internal
control systems of the licensed e-bingo organization do not comply with the
requirements of these rules or requires improvement, the attorney general shall
notify the licensed e-bingo organization in writing. Within fifteen days after
receiving the notification, the licensed e-bingo organization must amend its
procedures accordingly and must submit, for attorney general approval, a copy
of the internal control system, as amended, and a description of any other
remedial measure taken.