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WSR 97-09-004

POLICY STATEMENT

WASHINGTON STATE LOTTERY

[Filed April 4, 1997, 12:25 p.m.]

The Washington State Lottery has recently adopted or revised the following policies:

POL 120.030 - DOMESTIC VIOLENCE AND THE WORKPLACE (new)

In response to Governor's Executive Order 96-05, the lottery adopted this policy, which states in part, "The Washington State Lottery will not tolerate domestic violence and will take all reasonable measures to foster a safe working environment for all employees and clients, including harassment of any employee or client while in state offices, facilities, work sites, vehicles, or while conducting state business." The policy provides support and assistance for victims and encourages perpetrators to seek assistance. The lottery's personnel office has information for its employees regarding assistance for victims or perpetrators.

Lottery management will adjust employees' work schedules to allow perpetrators to receive assistance. The reason for leave is confidential unless the need for accommodation becomes an issue (as determined by the personnel manager). However, any employee who threatens, harasses, or abuses someone at the work place or from the work place using any state resources such as work time, work place phones, FAX machines, mail, electronic mail, or other means, may be subject to corrective or disciplinary action, up to and including dismissal.

Signed February 5, 1997

POL 220.010 - PETTY CASH FUND (REGIONAL) (revision)

Monthly reconciliations of the regional petty cash funds are no longer performed by the regional petty cash trustee; the reconciliation will instead be performed by the regional sales manager or a designee other than the petty cash trustee.

Signed March 12, 1997

POL 230.007 - INSTANT TICKET PARTIAL PACK RETURNS (revision)

The lottery continues to allow retailers to return unscratched partial packs of instant tickets under limited circumstances. Some forms/processes have changed due to capabilities of the lottery's on-line vendor. Also, district sales representatives are no longer required to telephone the regional office with information on the packs being returned. Lottery security will resolve any discrepancies between the form completed and actual tickets received if those discrepancies cannot be resolved between the regional office and the retailers.

Signed February 27, 1997

POL 250.003 - RECEIPT OF CASH (revision)

The last version of this policy dealt with "cash received for a service not provided or provided free of charge." It was determined that a receipt book will be used instead of the former cash receipt log for these circumstances.

A section on "cash received for services provided" was also added to the policy/procedure. When cash is received for services provided, it will be deposited into the lottery's local or treasury account, as determined appropriate by the technical service - banking section of the Lottery's Finance Division. The procedure includes steps taken by the employee who receives the cash, the banking section, and an operations designee to ensure the money is deposited properly.

Signed February 27, 1997

POL 250.004 - MAIL-IN PRIZE VALIDATION AND PAYMENT (revision)

The lottery's internal audit manager determined that computer system provided by the new on-line vendor provides for proper separation of duties; therefore, it is no longer required that two separate employees key in check information and apply the signature stamp. Also eliminated reference to the old terminals, updated the bar code definition for newer games, and added a definition of PIN number.

Signed February 21, 1997

POL 250.005 - WALK-IN PRIZE VALIDATION AND PAYMENT (revision)

The changes made to 250.004 above, were also made to this policy. In addition, information was added on handling "Win For Life" winners.

Signed February 21, 1997

POL 310.020 - BANNER HANGING REIMBURSEMENT PROGRAM FOR ON-LINE RETAILERS (new)

This program gives on-line retailers who "face difficulty hanging banners due to building configuration, lack of special equipment, etc." a $30 incentive to hang a "Play Lotto Here" banner. The criteria for determining whether conditions warrant paying the incentive are as follows: 1. The banner must be hung more than ten feet above the ground and/or require a special ladder/equipment due to building construction or configuration; 2. The retailer's district sales representative (DSR) must determine that the banner will a) provide substantial on-going lottery visibility, and b) be placed in the most effective and desirable location; 3. The retailer banner hanging agreement must be signed by the retailer and his/her DSR within thirty days of installation; and 4. The retailer must select the installer and arrange for installation, or install the banner him/herself.

Retailers can receive compensation for up to two new banners. Retailers may also receive $30 for hanging replacement banners, but that incentive is limited to one banner per year, unless the retailer's DSR determines inclement weather or other extraordinary conditions justify more frequent replacement.

Signed January 30, 1997

POL 320.004 - PROMOTIONAL SCRATCH TICKET ACQUISITION AND PROCESSING (revision)

All orders for promotional tickets are now processed by the lottery's operations section. Clarified that the requisition of promotional tickets is subject to the same dollar limits as purchasing supplies, equipment and services (managers are authorized through $1,000; assistant directors are authorized through $5,000; the deputy director or director must approve requisitions over $5,000). Added that employees are subject to disciplinary action, up to and including dismissal, if promotional tickets are not used for their intended purpose.

Signed January 29, 1997

POL 320.040 - "YOU GOTTA LOVE THESE GAMES" RETAILER PROMOTION (new)

In an effort to fulfill the lottery's mandate of providing funds for the construction of a new King County baseball stadium, this new policy/procedure awards prizes to randomly selected retailers for selling (activating) packs of Instant Game Nos. 180 and 181 from March 23 through April 19. Each week during that time period, retailers will receive one entry into a drawing for each pack of tickets activated from these two games. Five retailers from each region (total of thirty per week) will win Mariner-related prizes, such as T-shirts, home game tickets, etc. One grand prize will also be awarded per each region. Each retailer receives one grand prize entry for each pack activated during the promotion. Each winner will receive a trip for two to Anaheim for a series of three Mariners-Angels games. The package also includes round trip airfare from Sea-Tac airport and three nights hotel accommodations.

Signed March 4, 1997

POL 410.003 - RECEIVING/INSPECTING/DISTRIBUTING INSTANT TICKETS (revision)

In addition to updating the reports used in this process, some lottery duties were realigned, such as: The finance designee now determines the "start distribution date," quality control now receives the game data tapes and forwards them to the on-line vendor, and the instant product manager authorizes the start of instant games. Also added that the lottery's internal audit manager audits this process at least annually.

Signed February 24, 1997

POL 440.015 - SCAN LINES, SCAN PLUS CARDS AND AGENCY-OWNED TELEPHONES (revision)

The policy continues to state that lottery employees may use the scan network and scan plus calling cards to conduct official state business only, and all local personal calls on lottery telephones will be kept to a minimum. Information was added on reimbursing the lottery for inadvertent personal calls made on state long distance telephone lines. However, intentional misuse, or habitual inadvertent misuse, may result in corrective or disciplinary action, up to and including dismissal. The internal audit manager will review scan and scan plus usage for compliance with this policy. The supervisor must correct any misuse discovered by the internal audit manager's review.

The following information was also added to clarify responsibilities already expected of lottery employees: Employees must sign a certification stamp affixed to his/her monthly billing reports to indicate that all calls listed relate to his/her lottery job duties; and employees must protect the confidentiality of their authorization and calling card numbers, and are accountable for all long distance calls made with their authorization and calling card numbers, whether the calls were placed by them or someone else.

Signed February 27, 1997

To receive a copy of any of these policy statements, contact Becky Zopolis, Washington State Lottery, P.O. Box 43000, Olympia, WA 98504-3000, phone (360) 586-1051, FAX (360) 586-6586.

March 31, 1997

Merritt D. Long

Director

Legislature Code Reviser

Register

Washington State Code Reviser's Office