9 NYCRR 5109.3 — read free

Format and structure of accounting records

Compiled text through Nov 15, 2021

No later Register activity identified in this check.

Dates and status

Compiling agency: Executive Department
Text status: Source receipt
Compiled text through: Nov 15, 2021
Register checked through: July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
Activity status: No later Register activity identified in this check.
Source snapshot: Jun 6, 2026

(a)Maintenance.

The video lottery gaming agent shall maintain complete, accurate, legible and permanent records of all transactions pertaining to such agent’s revenues, expenses, assets, liabilities, and equity in conformance with generally accepted accounting principles. The failure of the video lottery gaming agent to maintain records according to such principles shall be a violation of these regulations.

(b)Specific requirements for records.

The accounting records maintained by the video lottery gaming agent shall be maintained using a double-entry system of accounting with transactions recorded on the accrual basis and supported by detailed subsidiary records. Such subsidiary records shall include, at a minimum, all of the following:

(1)detailed general ledger accounts identifying all revenue, expenses, assets, liabilities, and equity for the video lottery gaming agent;

(2)a record of all investments, advances, loans, and accounts receivable balances due the video lottery gaming agent;

(3)a record of all loans and other accounts payable by the video lottery gaming agent;

(4)a record of all accounts receivable written off as uncollectible by the video lottery gaming agent;

(5)journal entries prepared by the video lottery gaming agent;

(6)records that identify video lottery terminal drop and video lottery terminal win for each video lottery terminal and records accumulated for each video lottery terminal by shift or by another accounting period pre-approved in writing by the commission;

(7)records supporting the accumulation of the costs for complimentary services and items including records required to fully comply with all the Federal financial recordkeeping requirements enumerated in 31 CFR part 103;

(8)records required by a video lottery gaming agent’s system of internal control;

(9)work papers supporting the daily reconciliation of cash accountability;

(10)records supporting the utilization of any expenses funded by the marketing and promotion program;

(11)other records that the commission has required, in writing, to be maintained.

(c)Retention.

Notwithstanding any of this Subchapter to the contrary, all accounting records shall be kept for a period of not less than seven years from their respective dates.

Format and structure of accounting records

State Register activity