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Off-track Betting Corporation

Off-track Betting Corporation
Title Major Revision Schedule Item Other Schedules
Daily activity folders


628 MI1 286

a: Betting parlor daily folder, including but not limited to daily branch settlement sheet, selling-cashing settlement sheets, worksheets, telephone betting deposit and withdrawal slips, reports of track conditions and report of scratches:
RETENTION: 90 days after release of New York State Gaming Commission's audit report, or 3 years, whichever is shorter

b: Corporation headquarters daily folder, including but not limited to daily branch settlement sheets from parlors, worksheets and summary of daily activity:
RETENTION: 90 days after release of State Comptroller's audit report, or 6 years, whichever is shorter
Paid or canceled bet tickets:


RETENTION: 90 days after release of New York State Gaming Commission's audit report, or 3 years, whichever is shorter

 629 MI1 287
Reports submitted to New York State Gaming Commission


630 MI1 288

a: Annual report:
RETENTION: PERMANENT

b: Daily, weekly, monthly or other periodic report, including reports of any variance from normal operations:
RETENTION: 3 years
Reports and other records submitted to New York State Department of Taxation and Finance


631 MI1 289

a: Tax returns or tax transmittal reports:
RETENTION: 6 years

b: Daily report on total handle and tax payable:
RETENTION: 3 years

c: Report and transmittal notice for unclaimed winning tickets:
RETENTION: 6 years
Wagering reports and statements

created for internal administrative purposes

 632 MI1 290

a: Reports and statements relating to telephone betting:
RETENTION: 90 days after release of State Comptroller's audit report, or 6 years, whichever is shorter

b: Reports and statements not relating to telephone betting, including but not limited to offline ticket report, "settle report," daily activity report and daily terminal activity report:
RETENTION: 90 days after release of New York State Gaming Commission's audit report, or 3 years, whichever is shorter, but not less than 1 year after superseded of obsolete
Lottery ticket sales records,

covering sales of state lottery tickets by off-track betting corporations

 633 MI1 740

a: Monthly, annual or other summary records of ticket sales:
RETENTION: 6 years

b: Daily and weekly cashed ticket validation records:
RETENTION: 2 years

c: Cashed winning tickets:
RETENTION: 0
NOTES: The New York State Gaming Commission requests that cashed winning tickets be destroyed immediately upon validation, so that they no longer could be considered negotiable.
Report of winnings submitted to Internal Revenue Service

(Form W-2G or equivalent):
RETENTION: 5 years

 634 MI1 908
Video lottery gaming records,

including related Off-Track Betting Corporation (OTB) records which are created, received or maintained by an OTB in its capacity as a video lottery gaming agent
NOTES: The New York State Gaming Commission, in Sections 5101.2 and 5109.3 of 9NYCRR, prescribes minimum retention periods for certain records of video lottery gaming agents as well as procedures that an OTB must follow to receive authorization to destroy those records. An OTB subject to Gaming Commission requirements for its video lottery operations must meet both the minimum retention periods indicated in Sections 5101.2 and 5109.3 as well as minimum retention periods established in this Schedule. Any records for which the Gaming Commission approves destruction after periods shorter than those indicated in Sections 5101.2 and 5109.3 must continue to meet the minimum retention periods established by this Schedule.
The Gaming Commission requires that video lottery gaming agents proposing to destroy records specified in Section 5101.2 must notify the Commission in writing at least 15 days prior to the scheduled destruction of any original record. The Commission may prohibit such destruction within 15 days of receiving that notice of destruction. However, Commission regulations exempt certain records from this requirement for prior notification of planned records destruction. Consult the Commission's regulations or contact the Commission for specified information on its requirements.
This Schedule authorizes the destruction of any original records which have been duplicated on microfilm or other media, subject to requirements of Section 57.29 of Arts and Cultural Affairs Law and State Archives procedures. The destruction of such original records maintained by an OTB pertinent to video lottery gaming operations also requires written notification to the Gaming Commission as indicated above, and approval from the Commission of the microfilm or other media system used to copy and store records. Some provisions of Section 5101.2 establish retention periods less than or equal to the periods required by items in this Schedule. Other provisions require certain records to be retained "indefinitely" without a specified retention period, Destruction of both of these categories of records requires approval of the Commission as indicated in the Notes, above. Other provisions of Section 5101.2 authorize destruction of certain records after no required minimum retention period and without prior notification to the Commission of the intended destruction. The Commission is also able to approve requests to destroy additional types of records after no Commission-required minimum retention period and without need for prior notification to the Commission of intended records destruction. However, in all of these circumstances, Schedules users must continue to meet retention requirements established by this Schedule. Schedule users should consult this Schedule for the required minimum retention periods for specific records. The following parts indicate those records which are not otherwise covered by items in this Schedule or for which Sections 5101.2 and 5109.3 require lengthier retention periods than are required by items in this Schedule. Because some of the following parts cover broad categories of records, Schedule users should refer to the General Administration, Fiscal and other sections of this Schedule to determine if specific records within those broad categories have retention periods greater than that indicated for the part. Records with longer retention periods should be retained for additional periods as specified by the applicable Schedule items. In the event that the Commission approves a request from an OTB to reduce any of the following retention requirements, the OTB must continue to meet any minimum retention requirements for those records as specified by other items in this Schedule.

 ♦ 635 MI1 909

a: Video lottery gaming-related records not specified in part "b", including records concerning gaming-related vendors; and any other original record not otherwise listed in Section 5101.2 or approved for destruction pursuant to its procedures:
RETENTION: 5 years

b: Cage documents, documentation supporting the calculation of video lottery terminal win, and records related to tax reporting and withholding:
RETENTION: 4 years after the date of the actual filing of the gross revenue tax return for the tax year in which the record was generated

c: Payroll records, marketing department records, credit unions records, copies of arrest reports, and patron gaming records:
RETENTION: 3 years
NOTES: Schedule users should note that the Fiscal section, Payroll subsection of this Schedule covers numerous types of payroll records, including many records with retention requirements greater than 3 years as well as other records with retention requirements less than 3 years. Any payroll records with retention requirements greater than 3 years should be retained for those longer periods.

d: Mailroom records, advertising records, video gaming department daily activity logs, and any other records, other than those listed in Section 5101.2(b)(4), which contain information duplicative or less than that recorded on other documents listed in Section 5101.2(b)(1) through (b)(4):
RETENTION: 1 year