Digiplus Finance Department Cashier Policy PDF

# digiplus Finance Department CASHIERING FD-PP-2024-007 ## Revision History | Revision No. | Date | Action Description | |---|---|---| | 001 | 05/02/2023 | Creation of Cashiering | | 002 | 09/17/2024 | Update of the Cashiering P&P. Supersedes OPS-PP-2023-001. Transfer of Cashiering Functions from...

# digiplus Finance Department CASHIERING FD-PP-2024-007 ## Revision History | Revision No. | Date | Action Description | |---|---|---| | 001 | 05/02/2023 | Creation of Cashiering | | 002 | 09/17/2024 | Update of the Cashiering P&P. Supersedes OPS-PP-2023-001. Transfer of Cashiering Functions from Branch Manager to Senior Cashier. | ## Table of Content | Items | Page | |---|---| | Overview, Purpose and Coverage | 1 | | Internal Controls | 2 | | Duties and Responsibilities | 2 | | General Guidelines | 3 | | Access and custodianship of the Treasury Room, cash stations and site keys | 3 | | Handling of Funds and/or Collections | 4 | | Cashiering Process | 6 | | Start of Day Process | 6 | | Cash Balancing: Beginning of Day | 6 | | Receiving and Recording of Cash Collections | 8 | | Turn-over of Cash in the Cash Station | 10 | | Deposit Pick-Up | 11 | | Cashbox Deposit Machine | 12 | | Awarding and recording of the actual prize payout | 13 | | Cash Balancing: End of Day | 16 | | Other End of Day Processes | 17 | | Annexes | 18 | | Annex A: Process Flowchart | 18 | | Annex B: Forms and Templates | 28 | | Annex C: Recording of Unclaimed Prizes | 34 | ## Overview The Bingo Plus Gaming Sites cashiering process for the operation of the various Bingo Plus games such as Traditional Bingo, Online Traditional Bingo (OTB), Electronic Bingo (E-Bingo), Electronic Gaming System (EGS), Mega Sports World (MSW), Pull-Tabs, and Rapid Bingo is governed by the rules and regulations of AB Leisure Exponent Inc., its subsidiaries, Total GameZone Xtreme Inc., and the Philippine Amusement and Gaming Corp. (PAGCOR). ## Purpose This policy is being issued to: 1. Establish the procedural guidelines that should be followed by the gaming sites, personnel under AB Leisure Exponent, Inc., and its subsidiaries and affiliates in their cashiering process. 2. Establish the cashiering duties and responsibilities as well as the accountabilities of the different gaming site personnel. 3. Implement the required internal controls, exception handling and approval matrix. 4. Supersede OPS-PP-2023-001. ## Coverage This Policies and Procedures (P&P) focuses on site operation cashiering processes, internal controls, accountabilities, exceptions, and approval matrix effected by the management to ensure proper handling and management of cash. This shall apply to all Bingo Plus sites' officers, staff, and gaming attendants, including members or players inside the gaming site. ## I. Internal Controls The site personnel shall be guided by this P&P in the performance of their respective cashiering functions. Internal controls effected by the management must be observed by the site personnel when performing the cashiering process discussed in this P&P. ### Segregation of Duties A control that requires more than one person to complete a task. It is meant to reduce the occurrence of errors or fraud by ensuring that no employee has complete control over the duration of a transaction or has the potential to both perpetrate and hide errors or fraud in the course of their tasks. ### Dual Control Means the work of one person in processing transactions being verified or checked by a second person and both sharing the accountability. This can be observed by having a maker and checker/approver functions in processing certain transactions. The following processes requires maker and checker: • Turnover of funds • Preparation and Submission of Daily Branch Reports ### Joint Custody Means the processing of transactions in the presence, and under the direct observation, of a second person. This shall be observed in critical site processes such as cash balancing and access to cash vault. The following shall be performed under joint custody: • Accessing the cash vault • Cash Balancing: retrieval or deposit to the cash vault • Cash bleeding or retrieval of cash from E-Bingo machines • Processing of bank deposit pick-up or via rider • Accessing the site key box ### Physical Control Means the safeguarding of the site funds, keys and assets with lock and key, cash vault combinations and installation of the closed-circuit television CCTV cameras, etc. ### Surprise Count Means the unscheduled counting of the cash, site funds and accountable supplies such as special event tickets (for traditional bingo) and pull-tabs. ## II. Duties and Responsibilities To ensure effective Cashiering governance, duties and responsibilities as well as the accountabilities of the site personnel as well as the different departments involved in the cashiering process are identified in this P&P. ### Senior Cashier (SC) Responsible for the management of site's cash sales, collections and site funds. He/she is also responsible in checking and submitting of site reports related to cashiering transactions. He/she is also responsible for the overall control and monitoring of site's cash sales, collections and site funds. ### Cashier Responsible for receiving (cash-in) of cash sales from players and releasing (pay-out) of cash prizes to winning players. He/she is also responsible in preparing and generating cash count reports. ### Finance Department Responsible for checking and recording of site transactions in Business Central. ### Treasury Department Responsible for releasing of funds, monitoring, reconciling of site transactions, and recording of cash collections in Business Central. Responsible for the supervision over the SC and Cashier. ## III. General Guidelines ### 1. Access and custodianship of the treasury room, cash stations, and site keys: The following functions should be performed under joint custodianship. | Function | Custodians | Responsible Alternate / Witness | |---|---|---| | Accessing the cash vault | Senior Cashier | Cashier | | Cash Balancing: retrieval or deposit to the cash vault | Senior Cashier | Cashier | | Cash bleeding or retrieval of cash from E-Bingo machines | Cashier | Senior Cashier / Another Cashier | | Processing of bank deposit pick-up or via rider | Senior Cashier | Cashier | | Accessing the site key box | Senior Cashier | Cashier | **1.2** Custodianship of the cash vault should be done jointly by two officers collectively known as Cash Custodians. In cases where there is only one officer available or present at the site, assistant cashier or SC must be present. **1.3** All cash related process, vault & keys are jointly accessed by SC and Custodian. **1.4** Only the SC and the custodian shall have knowledge of the code combination. **1.5** The vault shall be placed in a secure area inside the Treasury room and must be visible through a CCTV. It shall be used for storing and safekeeping company funds, collections and other important company owned documents. It is intended to protect the contents from theft, fire, natural disasters, and other threats. **1.6** Vault keys must be maintained in a safe location that can be seen on CCTV. **1.7** The vault must be kept locked at all times except when access by authorized personnel is needed. **1.8** The Cash Station System is comprised of functions undertaken at the cash station that shall cover the following operational processes: • Withdrawal and preparation of the prize fund • Receiving and recording of cash sales collection • Receiving and recording of cash collection from cash bleeding • Remittance of cash sales collection • Awarding and recording of actual prize or payout • Turnover of funds **1.9** In order for the Cashier on duty to effectively carry out his functions, the cash station shall be provided with facilities that include but are not limited to the following: • A working table situated inside the station or office area. • Working computer with internet connectivity • Cash storage or drawers with locking facilities • Bill counter • Bill detector • Calculator ## 2. Handling of Funds and/or Collections: **2.1** Accountability for the proper implementation of the cash station system rests jointly with the SC and the Cashier on duty, or his duly authorized reliever. The responsibility of the Cashier on duty is to abide by the policies and guidelines relating to the cash station system. **2.2** All transactions that require the physical transfer of cash from one person to another shall be properly acknowledged by the recipient through the physical counting and checking of the cash while being witnessed by the issuer and approved by the SC or any authorized site personnel. Such acknowledgement shall be documented by a signature over the printed name of the recipient on the designated form or report. **2.3** In case a Cashier on duty is needed to be replaced by another, the outgoing Cashier and the incoming Cashier shall both ensure that proper turnover is made, witnessed by the SC or any authorized site personnel. **2.4** The SC shall regularly monitor the site's sales and make sure that the cash level in the cash station is within the threshold. If the cash level exceeds the prize fund, the Cashier on duty shall turn over excess cash to the SC for safekeeping inside the cash vault. **2.5** The Cash Control shall perform a surprise count. BM or AM may occasionally do surprise count as well. **2.6** Relative to #2.1, the Cashier on duty who perpetrated a certain violation shall be: • Charged with non-compliance with operational guidelines; • Dealt with through appropriate disciplinary action refer to existing company's code of conduct; and • Liable for any losses sustained by the company from such a violation. **2.7** The SC on the other hand, shall be: • Administratively liable for the violation committed by the Cashier; and • Dealt with through appropriate disciplinary action. **2.8** Possible violations at the cash station include, but may not be limited to: • Non-compliance with cash station policies and guidelines; • Losses due to an incorrect prize or pay-out awarded; • Erroneous reporting of sales, remittances, and/or pay-outs; • Erroneous declaration of SECards as sales, bonuses, and/or pay-outs; • Erroneous Winner's Acknowledgement Receipt (WAR) pertaining to the attached winning card; • Misplaced or lost WAR, winning card / ticket, and/or withdrawal slip already obtained from the winner. **Note**: Administrative liability may extend to higher ranking officers if recommended by proper authorities. ## IV. Cashiering Process ### 1. Start of Day Process The following start-of-day processes shall be performed upon opening of the treasury office in preparation for the gaming site operation: • The SC, collects and reviews the reports submitted by the Closing Cashier. • The SC, or his alternate, opens the Treasury room. • The SC, or his alternate turns on machines, servers and computers. • The SC opens the key box and retrieves all branch keys. • The SC locks the key box and turnover the E-Bingo keys to the Cashier. • The SC and the Cashier shall sign and log access and usage of the E-Bingo keys in the Key Usage Monitoring Form. **Note**: E-Bingo keys shall be surrendered to the SC and returned to the key box after opening of E-Bingo servers and machines. • The SC, together with the cashier on duty, jointly performs cash balancing (refer to #2 Cash Balancing Process: Beginning of Day). • The Cashiers shall prepare their respective cash stations. • The Cashiers assigned for EGS and OTB shall: * Open the computer and log in to the EGS system and check the cash balance in the system as of previous day vs the Daily Branch Report. * Check withdrawal transaction in the system as of previous day vs the Daily Branch Report. The SC shall turn over the prize funds to Cashier on duty or his alternate before the operation starts. • Disbursement from the prize fund shall require a signed WAR, winning ticket, and/or withdrawal slip. • Prize Funds for E-Bingo and EGS. • The cashier shall physically count the cash received from the SC. The SC or his alternate shall scan all previous day reports for Traditional Bingo. The SC or his alternate shall send the scanned reports via one drive to the Internal Audit Department. The SC or his alternate shall file and safe keep the physical documents. ### 2. Cash Balancing: Beginning of Day Access to the treasury room, where the cash vault is located, shall be under the joint custody of the SC and the Cashier on duty. As part of the beginning of day cash balancing processes, the following shall be performed: • SC joint with the Cashier performs cash count. * The SC or his alternate shall get the Cash Collection Summary Report that was prepared and signed by the Closing Cashier. * The SC or his alternate shall open the cash vault with a combination. * The SC or his alternate shall open or unlock the cash vault key. * The SC together with the Cashier on duty, shall count the cash and compare the cash counted with the Cash Collection Summary Report. **Note**: Aside from machine counting, SC or his alternate must piece count paper bills to detect possible counterfeits. (Refer to #2.3: Exception Handling.) * If balanced, the SC and Cashier or their respective alternates shall sign the Cash Collection Summary Report. * If there is discrepancy, refer to #2.3. * The SC, witnessed by the cashier or their respective alternates, shall return cash intended for deposit pickup to the cash vault and lock the vault key. * SC shall turn over the site prize fund/s to the Cashier/s. • The SC or his alternate shall perform withdrawal and preparation of the prize fund. * The SC shall turn over the prize fund to the Cashier/s. * The Cashier on duty shall count the prize fund and put it inside the cash drawer. * If balanced, the SC and the Cashier shall sign the Prize Fund Turnover Form. **Note**: Issuance of the prize funds to Cashier on duty by the SC shall be made before the operation starts. ### 3. Receiving and Recording of Cash Collections The Cashier or his alternate shall be guided by the following in receiving and recording cash collections: #### 3.1 Receiving and Recording of Cash Sales Collection: • The Cashier on duty or his alternate shall check the actual sellers' attendance for the session if it corresponds with the official schedule. Any discrepancy shall be resolved by coordinating the matter with the Operations Supervisor who prepared the schedule. • The Cashier (Package Teller) and/or Gaming Attendant (Floor Seller) shall turn over and remit the cash collections to the Cashier on duty. (Refer to #4 Remittance of Cash Sales Collections.) • The Cashier on duty or his alternate shall count the cash remitted by the Cashier (Package Teller) and/or Gaming Attendant (Floor Seller), or Operations Supervisor (in cases of special event tickets or pull tabs sales) and validate if the total amount remitted by each seller is the same as the total computed amount written on the Teller's Withdrawal Form (TWF) and Card Seller's Sales Slip (CSSS) received during cash collection. * If balanced, the Cashier on duty or his alternate shall prepare a Card Seller's Cash Remittance Form (CSCRF) to document cash remittance from the Cashiers. * If there are unsettled accountabilities, the Cashier on duty or his alternate, shall coordinate and resolve them with the concerned Operations Supervisor and seller(s). * Cashier (Package Teller): Package (Paper and Electronic) Card Sales * Gaming Attendant (Floor Seller): Loose cards, Instant Game Cards (IGCs) and Special event ticket sales * Operations Supervisor: Replacement Fee, Instant Game Cards (IGCs), and Special event ticket sales • The Cashier on duty or his alternate shall affix his signature to the following: TWF, CSSS or Cash Remittance Slip (CRS) to acknowledge receipt of the cash sales. • The Cashier on duty or his alternate shall sum up all the cash collection for the session and compare with the cash on hand. Any discrepancy between the actual cash and CSCRF shall be accounted for by the Cashier. #### 3.2 Receiving and Recording of Cash Collection from Cash Bleeding: • The Cashier on duty together with an authorized representative (cashier) as a witness shall perform Cash Bleeding per E-bingo machines. * The Cashier on duty shall perform cash reading per E-Bingo machine and records meter reading in the Current Meter Reading Form (CMRF). * The Cashier on duty shall unlock the E-Bingo machine and retrieve cash. * The Cashier on duty shall put the cash retrieved or collected from each machine inside the designated cash bag. The cards with the machine number on them should be used to identify the cash that was retrieved. • The Cashier on duty shall count and prepare cash breakdown of the cash retrieved per E-Bingo machine. * The Cashier on duty witnessed by any authorized site personnel shall bring the retrieved cash to the Treasury Room. * The Cashier on duty shall sort and count the bills then encode the breakdown in the Cash Bleeding Monitoring Sheet. The time start and end shall also be recorded. * The personnel authorized to witness the cash turn over or his alternate shall check the cash breakdown and compare the details with the CMRF. * If balanced, the Cashier on duty and the authorized site personnel or his alternate who witnessed shall sign the Cash Turnover Form. * If with discrepancy, the Cashier on duty shall account for the shortage or overage and declare the over / shortage. (Refer to FD-PP-2024-008 Handling of Cash Shortages and Overages) * The Cashier who performed the cash bleeding shall turn over the cash to the Cashier in the Cashier on duty. * The Cashier shall keep/put the cash inside the cash drawer, If the Cashier who performed the cash bleeding is the same as the Cashier on duty. • The Cashier on duty shall count the cash received and affix signature on the "Received By" portion of the Cash Bleeding Monitoring Sheet and Cash Collection & Turn over Form. #### 3.2.4 Exceptions Handling: | Scenario | Handling | |---|---| | Counterfeit, ripped, torn or damaged note(s) retrieved from the e-bingo machines during cash bleeding. | The Cashier on duty shall file an incident report declaring the amount of the detected counterfeit, note(s). Counterfeit shall be recorded under shortages. (Refer to FD-PP-2024-008 Handling of Cash Shortages and Overages) | #### 3.3 Receiving and Recording of Cash Collection for EGS/MSW/OTB Deposit: • The player shall present to the Cashier one (1) or two (2) valid Government-issued IDs and his membership card; • The Cashier on duty shall verify the player's account in the system, including his or her username and KYC information. If the player has not yet registered, the Gaming Attendant on duty shall assist the player by following the proper registration procedure. • The Cashier on duty shall count the money to ensure exact amount. • The Cashier on duty shall perform cash deposit in the system. ### 4. Turn-over of Cash in the Cash Station Proper turn-over of cash shall be performed every time there is change of the Cashier on duty because of end of shift or breaktime. The following shall be observed when performing cash turn over. • The Outgoing Cashier on duty shall balance the cash before handing it over to the incoming Cashier. • The Outgoing Cashier shall physically count the cash inside the drawer and prepare the cash turn over form encode the number of pieces per denomination. • The Incoming Cashier, prior to the assumption of function shall physically count the cash inside the drawer. • If balanced, the Incoming and the Outgoing Cashier shall sign the cash turn over form together with another site personnel who witnessed the turn-over of cash. • If with discrepancy, refer to FD-PP-2024-008 Handling of Cash Shortages and Overages. • Outgoing Cashier shall prepare the following and upload in the one drive. * Cash turn over form (signed) * Photo of the actual cash in the cash drawer • The Incoming Cashier shall double check all the uploaded documents in the one drive to ensure its completeness and accuracy. • Treasury Department's Offline Cashiering shall check the uploaded reports and photo in the one drive. ### 5. Deposit Pick-up All cash sales for the day must generally be deposited the next day. This is being done through special deposit pick-up arrangements with banks or by having authorized riders pick up deposits on-site. #### 5.1 Through Bank Teller To facilitate daily deposit of cash sales by our sites, special arrangements with banks were made to perform daily deposit pick-up of cash sales to our sites. The following processes shall be observed during cash deposit pick-up: • The Cashier, together with the authorized site personnel, shall retrieve the cash due for deposit pick-up from the cash vault and hand it over to the bank teller. • Inside the treasury room, the bank teller shall count and verify the cash for deposit against the deposit slip, as witnessed by the Cashier. **Note**: Counting is done based on the agreement with the bank. Not all bank teller performs counting on site. Any discrepancies will be coordinated by the bank representative to the Treasury Department the day after pick-up. • The bank teller shall prepare and sign the deposit pick-up authorization slip. • The Cashier shall affix his or her signature to the deposit pick-up authorization slip. • The Cashier shall scan the pick-up authorization slip and upload to one drive or email to Treasury of the Finance Department and Internal Audit Department. • Once the validated deposit slip has been returned by the bank teller, the Cashier shall scan and upload it to one drive. • Treasury Department shall check the uploaded reports and photo in the one drive. #### 5.2 Through an authorized Rider Authorized riders were delegated to collect cash sales for deposit at the sites because the arrangements for deposit pick-up by banks do not cover all locations. The following must be followed in accordance with the standard operating procedures issued by Treasury of the Finance Department: • The Cash Control shall distribute the schedule of deposit pick-up to the sites. • Upon the arrival of the rider to the site, he must present his ID to the security guard and to the Cashier on duty. • The Cahier on-duty must confirm that the rider is the one designated or permitted to pick up deposits from the site based on the schedule sent by the Cash Control. • The Cashier on duty, together with the authorized site personnel, shall retrieve the cash due for deposit pick-up from the cash vault and hand it over to the rider. • The cashier shall count and the rider shall verify the cash for deposit against the deposit slip. • The Cashier and the rider shall affix their signature in the acknowledgement receipt. • The Cashier on duty shall record the pick-up details in the rider's log book. Name of site, date of pick-up, time of pick up, amount, name of cashier, contact number. • The authorized rider shall take a photo of the deposit slip and acknowledgement receipt then send to the Treasury Cash Control Team. • The authorized rider shall return the duplicate copy of the validated deposit slip to the site the following day. • Once the duplicate copy of the validated deposit slip is received, the cashier on duty shall scan and upload it in one drive. • Treasury Department shall check the uploaded reports and photo in the one drive. ### 6. Cashbox Deposit Machine All Cash sales for the day must generally deposited in the Cashbox Deposit Machine the next day. #### 6.1 Depositing Bills in the CDM: • Log into the CDM using the PIN assigned to you. • Select "Cash" as the type of deposit. • Insert the bills, and check the compartment box for any rejected bills. • Verify that the total amount of bills tallies with your cash count form before ending the transaction. #### 6.2 Depositing Coins: Log into the online Portal to manually deposit coins and place them in the Cash Vault Machine. #### 6.3 Verification: Ensure that both the bill and coin deposits appear successfully in the Brinks Portal System. #### 6.4 Treasury Department: Shall check the uploaded deposit slip in the one drive. ### 7. Awarding and recording of the actual prize payout #### 7.1 Traditional Bingo: Regular Prize • The winning client shall present the WAR to the Cashier-on duty. • The Cashier on duty shall validate the WAR check to see if they are completely filled out by the Operations Supervisor with the "Game Details", the "Winner's Details" with signature, and "Add/Less Details" and the winning card and/or SECard completely attached. • If incomplete, the Cashier on duty shall present the WAR to the Operations Supervisor and request him to complete the 'Detail/s' necessary details before releasing the prize to the winning client. • The Cashier on duty shall compare the winning client's signature in the WAR with the signature at the back of the winning card. • If the signatures match, the cashier shall prepare the cash, count it in front of the winning client, and pay it out to him. • The winning client shall accept the cash and sign the WAR to acknowledge cash receipt. • The Cashier on duty shall affix his or her initial and stamp the WAR with the word "paid". #### 7.2 E-Bingo: Regular Prize • The winning client shall present the E-Bingo ticket to the Cashier on duty. • The Cashier on duty shall validate the winning ticket by checking the following: * Current date and gaming site * Series number of tickets (print comes into ascending mode) * Winning ticket is not altered * Winner's signature over printed name on the space provided on the ticket • The Cashier on duty scans the barcode of the E-Bingo ticket. • The Cashier on duty shall prepare the cash, count it in front of the winning client, and pay it out to him. • The winning client shall accept the cash based on the valid winning ticket presented. • The Cashier on duty shall affix his or her initial and stamp the E-Bingo ticket with the word "paid". • In case of jackpot win, existing policies and procedures in validating the winning ticket, presentation of an ID by the winner, and preparation of EB 'Prize Certification' by SC shall be followed. Awarding of jackpot wins shall be in accordance with PAGCOR's 'Gaming Site Regulations (Bingo Games) Manual Version 3.0, under E-Bingo Regulation 18. C EB Section 2. #### 7.3 Jackpot Prize • The winning client shall present the following: * Government issued ID * Bingo Plus Card * Signed winning ticket • The Cashier on duty shall prepare the Prize Certification. • The SC or an authorized site representative and the winning client shall sign the Prize Certification witnessed by the PAGCOR representative (optional). • For the rest of the procedures, follow the same processes discussed in 6.1 and 6.2 of this section. • Awarding of jackpot wins shall be in accordance with PAGCOR's 'Gaming Site Regulations (Bingo Games) Manual Version 3.0, under Electronic Bingo Regulation 18. C EB Section 2. • The Cashier on duty shall record the winning pay-out amounting to Php400,000.00 and above in the Payout Tax Summary Report and submit to Finance Department: Tax Team. **Checklist before releasing a Jackpot, ensure to complete the following documents/requirements:** • Player to present one (1) Government Valid ID • Player to present his/her BingoPlus Card • Player must have a Membership Form uploaded in the POS-EBMS (properly filled-up) • Player must have a Risk Profiling Form uploaded in the POS-EBMS (properly filled-up) • Complete KYC of the player encoded in the POS-EBMS, same information in the Membership Form • Player must have a valid ID uploaded in the POS-EBMS • Signature of the player in the presented valid ID must be the same on his/her signature in the following: (Winning Ticket/Withdrawal Slip/Claim Stub, Jackpot/Prize Certification, etc) whichever applies. • Ensure the player is logged in the POS-EBMS • The winning player is not banned in the NDRP • Picture of the player in the POS-EBMS was taken on real-time shot • All required documents must be attached to the Jackpot Certification and must be filed properly for future reference. #### 7.4 Pulltabs and Rapid bingo • The winning client shall present the winning ticket to the Cashier-on duty. • The Cashier on duty shall validate the winning ticket before releasing the prize to the winning client. • If okay, the cashier shall prepare the cash, count it in front of the winning client, and pay it out to him. • The winning client shall accept the cash and acknowledge cash receipt. • The Cashier on duty shall affix his or her initial and stamp the winning ticket with the word "paid". #### 7.5 EGS and OTB • The winning player shall proceed to any BingoPlus site and present his or her Government-issued ID/s, registered account name for verification and membership card, if applicable. • The Cashier on duty shall confirm the total balance in player's account. • If okay, the cashier shall perform the withdrawal in the system. • The Cashier on duty shall confirm first the system approval before releasing the prize to the player. Refer to PRMD-PP-2024-0001 • The winning client shall accept the cash and acknowledge cash receipt by signing a withdrawal slip. **Note**: Minimum withdrawal amount for EGS is Php200.00. #### 7.6 Unclaimed prizes • E-Bingo winning tickets are valid for encashment only up to the closing time of the current operating shift of the day in which the initial cash-in transaction was made, unclaimed credits/winnings after closing time/cut-off time shall be deemed forfeited. • Cash Prizes can be claimed by the winner within the month, based on PAGCOR Regulatory (GSRM v3.0 Traditional Bingo Part I On-Site Bingo Section 7. Item No. 4, page 114). **See sample:** | Winning Date | Claiming of Prize | |---|---| | January 30, 2023 | Until January 31, 2023 only | | March 01, 2023 | Until March 31, 2023 only | • Prizes that are not claimed by the winning player shall be booked in the system. (Refer to Annex C). ### 8. Cash Balancing: End of Day • The Operations Supervisor, Cashiers, and Gaming Attendant shall remit the following to the Closing Cashier: | # | Product | Cash Sales | Winning Cards | Unsold Cards | |---|---|---|---|---| | 1 | Pull-Tabs | ✓ | ✓ | ✓ | | 2 | Quick Shot | ✓ | ✓ | ✓ | | 3 | Rapid Bingo | ✓ | ✓ | ✓ | | 4 | OTB | ✓ | ✓ | ✓ | | 5 | Pre-selling Tickets | ✓ | ✓ | ✓ | | 6 | EGS | ✓ | ✓ | ✓ | | 7 | MSW | ✓ | ✓ | ✓ | • The Closing Cashier shall check all the remitted cash and cards (winning and unsold). • The Closing Cashier shall prepare TWF for sold pull-tabs and pre-selling tickets. • The Closing Cashier shall prepare Daily Sales Report for Pull Tabs, Quick Shot and Rapid Bingo. • The Cashier on duty shall turnover the cash sales and the prize fund to the Closing Cashier. **Note**: Final collection shall be performed one hour prior the closing of the site. • The Closing Cashier shall perform cash balancing, count the cash inside the drawer and prepare the Cash Collection Summary Report. • If balanced, proceed to next step otherwise the Closing Cashier shall account for the discrepancy. (Refer to FD-PP-2024-008 for Handling of Cash Shortages and Overages) • The Closing Cashier shall prepare deposit slips for the following: * Traditional Bingo and E-Bingo sales, Dauber * OTB, EGS, and MSW sales (if applicable) * other collections (marketing, etc.) • The Closing Cashier shall prepare the following and upload in the one drive. * Cash Collection Summary Report (signed PDF and excel file)/ (RF/PF/Sales for Deposit & Other Collections) * Photo of the actual cash in the cash drawer • The Closing Cashier together with an authorized witness, shall keep all the cash inside the cash vault in the treasury room. **Note**: For sites that operates for 24 hours, EB Cashier must perform closing prior to the start-of-day transaction the following day. • Treasury Department shall check the uploaded reports and photo in the one drive. ### 9. Other End of Day Processes • The Cashier on duty and an authorized witness shall account for all the machine keys and make sure that they are complete. • If complete, the Cashier on duty and the authorized witness shall put all the keys inside the key box and ensure to lock it. The key box lock should be kept inside the cash vault. • The Cashier on duty and an authorized witness shall make sure that the cash vault is securely locked and the combination is disengaged. • The Cashier on duty and an authorized witness shall close and lock the treasury room. • The Cashier on duty shall print all the cash count reports prepared for: prize fund, E-Bingo, traditional bingo, OTB Rapid bingo, EGS, and MSW whichever is applicable to the site. ## Annex A: Process Flowchart **Start of Day Process** <br> | Branch Manager | Senior Cashier | Cashier | |---|---|---| | Start | Turn-on Machine servers and computers. | | | Open Site main door lock, power and electrical supply. | Check reports submitted by the Closing Cashier. | Prepare Cash Station | | | Open/unlock Treasury room. | Turn over E-Bingo keys to the Cashier. | | | Open Key Box and retrieve all branch keys. | Opens and prepares E-Bingo Machines.| | | Turn over E-Bingo keys to the Cashier. | End | <br> ## Annex B: Forms and Templates ### **Form/Template** **Key Usage Monitoring Form:** | LOCATION | DATE | TIME | COOL FREE | TREE | COLE & L | THE | THE CO | YED THE | CORP | THE CO | F | |---|---|---|---|---|---|---|---|---|---|---|---|---| | COMPARTMENT KEYS ACCOUNTING-RED | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-PCD | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-RED | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-ED | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-CED | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-CED | | | | | | | | | | | | | | | | | | | | | | | | | | | | COMPARTMENT KEYS ACCOUNTING-CED | | | | | | | | | | | | | | | | | | | | | | | | | | | <br> ### **Form/Template** **Cash Collection Summary Report:** | CASH COLLECTION SUMMARY | | | | | | |---|---|---|---|---|---| | Home Of Ginger | | | | | | | Date: | | | | | | | | | | | | | | Cash Collection Summary | | | |