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All raffle records must be kept for a minimum of two years after the last draw date. Other reporting bodies may require records to be retained for longer. These records include, but are not limited to:
a) bank statements;
b) cheques that cleared the bank account/digital image cheques;
c) invoices/receipts;
d) ticket inventory control sheets;
e) list of prize winners;
f) all unsold tickets (if applicable);
g) all ticket stubs of sold tickets or electronic entries;
h) contact information of the executive members (or delegates) that witnessed the raffle draw;
i) letter of agreement with a commercial outlet (if applicable);
j) contract with registered raffle ticket manager (if applicable);
k) letter of understanding or memorandum of agreement with other charitable organizations (if applicable);
l) audiovisual recording of the ticket draw (if applicable);
m) prize appraisals (if applicable);
n) prize vehicle transportation logs (if applicable);
o) payroll records (if applicable); and
p) all business and financial records of any entity (including but not limited to societies, non-profit organizations, associations, community leagues, corporations, partnerships, limited partnerships, joint ventures, proprietorships, etc.) that receives any of the licensed charitable organization’s gaming proceeds either directly, indirectly, or through a series of transactions. |