W. Va. Code R. § 179-8-75

Current through Register Vol. XLI, No. 36, September 6, 2024

Section 179-8-75 - Submission of Accounting Procedures and Internal Controls for Complimentary Chip Program

75.1. Not less than thirty days before the initiation of the coupon distribution program the casino licensee shall submit internal control procedures concerning the coupon distribution program to the Commission. The internal control procedures shall include, at a minimum, all of the following information:

75.1.a. The casino departments that will be responsible for administering the coupon distribution program;

75.1.b. The security measures that will be taken with respect to the coupons, including, but not limited to, all of the following information:

75.1.b.1. The manner in which the coupons will be ordered;

75.1.b.2. The manner in which the coupons will be inventoried upon receipt by the casino licensee;

75.1.b.3. The manner in which the coupons will be stored and the individuals who will have access to the coupons;

75.1.b.4. The manner in which discrepancies will be handled; and

75.1.b.5. The manner in which coupons will be voided;

75.1.c. The manner in which the coupons will be distributed;

75.1.d. The schedule for conducting routine inventories of active unissued coupons. The inventory shall be conducted monthly by not less than two individuals from separate departments. The results of the inventory shall be recorded in the coupon control ledger;

75.1.e. The manner in which coupons will be removed from the inventory, recorded, and voided once the coupons become inactive;

75.1.f. The manner in which the casino department responsible for distributing the coupons can requisition coupons from the casino department responsible for storing the coupons;

75.1.g. The maximum number of days in advance of an event that coupons can be requisitioned by the casino department responsible for issuing the coupons. The requisition document shall contain, at a minimum, all of the following information:

75.1.g.1. The date the requisition is prepared;

75.1.g.2. The day and date for which the coupons are needed;

75.1.g.3. The type or types of coupons that are requested;

75.1.g.4. The number of coupons required;

75.1.g.5. The name, title, and occupational license number of the individual completing the requisition; and

75.1.g.6. The name, title, occupational license number, and signature of the supervisor authorizing the requisition;

75.1.h. The casino department responsible for storing the coupons shall complete all of the following information before the coupons are given to the casino department responsible for distributing the coupons:

75.1.h.1. The name, title, occupational license number, and signature of the representative filling the order;

75.1.h.2. The beginning serial number of the coupons issued;

75.1.h.3. The ending serial number of coupons issued;

75.1.h.4. The total number of and type of coupons issued;

75.1.h.5. The name, title, occupational license number, and signature of the supervisor;

75.1.h.6. A record and explanation of any coupons that were voided due to discrepancies; and

75.l.h.7. The casino department responsible for storing the coupons shall enter the information in paragraphs 76.1.h.2 to 76.1.h.4 of this subdivision in the coupon control ledger;

75.1.i. The manner in which the coupons will be issued. The casino licensee shall require that coupons be stamped with the date of issuance;

75.1.j. The location of the locked cabinet in which the coupons will be stored before the distribution of the coupons;

75.1.k. The manner in which coupons may be redeemed for chips or tokens, or both, by patrons;

75.1.l. The manner in which coupons redeemed by patrons will be canceled;

75.1.m. The manner in which the coupons distributed, coupons not distributed, and coupons issued will be reconciled;

75.1.n. The manner in which coupons that have been issued, but not distributed to patrons in the appropriate time frame, will be voided and reconciled; and

75.1.o. The manner in which a dealer or cage employee shall receive and account for coupons redeemed by patrons.

75.2. The Commission shall, in writing, approve the internal control procedures in total or in part.

75.3. The casino licensee shall revise and resubmit any portion of the internal control procedures not approved by the Commission within the time frame established by the Commission. The casino licensee shall revise and resubmit the internal control procedures until all portions of the internal control procedures have been approved or approval cannot be obtained.

75.4. The casino licensee may not use an internal control procedure unless the internal control procedure has been approved by a vote of the Commission.

75.5. If the Commission determines, at any time, that approved internal control procedures are not adequate to ensure compliance with the Act and this rule, it may direct the casino licensee to amend its internal control procedure in accordance with this rule.

75.6. In lieu of manual procedures prescribed in this section 76, the Commission may approve a casino licensee's automated process if the control of the process is sufficient for the Commission's purposes.

W. Va. Code R. § 179-8-75