61D-7.022. Outs Cashed After the End of the Meet

(1) Each totalisator shall maintain an outs file segregated by meet and permitholder and, where applicable, segregated by live and intertrack wagering. Outsbooks shall not be printed in whole or in part except as provided in subsection (2) of this rule or upon written authorization by the division.

(2) There shall be separate outs accounts for each meet. The reporting shall be segregated by on-track and intertrack wagering. Outsbooks shall only be produced upon the completion of the totalisator cashing activity but not earlier than the end of the meet. Outstanding credit vouchers and intertrack wagering tickets will not be commingled with the pari-mutuel tickets in the outsbook. The outsbook shall be produced by the totalisator operator only with the approval of the Mutuels Manager, and the totalisator system shall have system controls to prevent unauthorized production of the outsbook.

(a) Permitholders which conduct split meets may produce outsbooks upon the last performance of the first half of the split meet for the purpose of manually cashing outs tickets if the totalisator system is not operational during the dark period. In this instance, the requirements in subsection (4) shall apply.

(b) The printing of an outsbook will become mandatory and the system will be purged after 365 days from the end of any live meet.

(c) The Mutuels Manager shall sign the last page of the outsbook to indicate that it was approved by the permitholder to be printed. In the event that this is not possible due to the outsbook being printed at the hub, a signed copy of the instruction by the Mutuels Manager to the totalisator manager to print the outsbook must be attached. Possession of a fraudulent outsbook is a violation of these rules. No outsbook may exist in more than two hard copies, one to be maintained by the permitholder for the purpose of cashing outs tickets and the other to be sent to the division. No other copies or extractions shall be made unless requested in writing by the permitholder and so authorized in writing by the division. Access to the outsbook shall be limited to the Mutuels Manager and the persons designated by the permitholder to process the payment of outs tickets.

(d) The totalisator operator shall attest by signature and date on the grand total page as to the accuracy of the outsbook. Adjustments to the outs balance will be made manually by the Mutuels Manager and will be documented and attested to by signature. A copy of the outsbook, duly attested to, shall be forwarded to division headquarters by the permitholder by registered mail on the next working day after printing. The outsbook must be accompanied by the permitholder’s official written request for its printing.

(3) Removal of outs data from the outs file prior to the end of the meet is prohibited except when necessary due to a changing of totalisator systems. If, under these circumstances, outs data is removed from the totalisator prior to the end of the meet, the following shall occur:

(a) Prior to removal, an outsbook will be printed listing all the outs being removed from the system. A copy shall be mailed to the division via registered mail. The tote operator must certify by signature the correctness of the balance indicated on the report.

(b) All deductions from the outsbook produced under the above paragraph (a) shall be supported in the same manner as outs paid after the close of a meet.

(c) The outs accounting in the new system will begin with a zero balance and will accumulate until the end of the meet. The beginning and ending dates of the meet shall correspond to the dates shown on the permitholders operating license.

(d) A separate outsbook for outs in the new system will be produced at the end of the meet or at the end of the cashing activity through the tote, whichever occurs last. In no event will live outs data be retained in the tote system beyond 365 days from the last live performance of the meet.

(4) The outs tickets manually cashed during the dark period of a split meet shall be processed through the totalisator system when the meet resumes to update the outs file. Processing shall be done through a designated terminal and a tote produced list of outs paid and an outs report shall be provided to the division to reconcile the outs account upon reopening.

(a) Processing of outs tickets via reader scanning during the dark period of a split meet, or upon returning for the second half of a split meet, shall be accounted for as follows: A tote produced list of outs paid and an outs report, and all keyboard cashed tickets shall be provided to the division to verify the cashing that occurred during the dark period of the split meet.

(b) Permitholders that operate a meet with two or more separate time periods and/or different locations, for which outs accounting is separate in the totalisator system, shall document and account for tickets in the same way as outs cashed after the end of the meet, from the last day of each separate portion of the meet.

(5) Where the value of the outs is payable to the state or breeders’ association, all outs tickets redeemed after the final live performance of the meet shall be processed and accounted for according to the procedures outlined in this section.

(a) Where outs tickets are processed through a totalisator system via the reader scanner or keyboard entry, a tote produced list of outs tickets paid sorted by issuing permitholder (host) and meet shall be generated. This list shall segregate intertrack outs from on-track outs. This list shall contain as a minimum each cashed outs ticket fully identified as to ticket identification number, the date of sale, the date of performance for which purchased, the value of the ticket, and the cashing window. Each keyboard cashed ticket shall be identified as such by the totalisator on the list and the list shall be submitted to the division as part of the report of escheated outs. Each keyboard outs ticket cashed must be supported with the actual ticket. The division shall disallow any deductions from the end of meet outs balance for keyboard cashes which are not supported by the applicable tickets except as provided for tote cashes in subsection 61D-7.021(10), Florida Administrative Code. The check number and date of reimbursement for outs ticket cashed issued by another permitholder shall be written on the list, if applicable. In the event that a totalisator system is unable to generate the list of outs paid as required by this rule, the permitholder shall have the following options:

1. To print an outsbook at the end of the meet and cash outs tickets manually (off-line). In this event all the tickets to support the deductions from the outsbook shall be remitted to the division with the check for escheated outs.

2. To not print an outsbook at the end of the meet but cash previous meet’s outs at terminals designated exclusively for cashing previous meet’s outs. For each day, the permitholder shall bundle the tickets according to the classifications in paragraph (5)(a) of this rule. In the event that the totalisator system is not able to brand each ticket with the date of payment, cashing window number and payment amount or issue a payment voucher with such information the permitholder shall write the information on each ticket bundle. All tickets shall be sent to the division. Teller histories for terminals specifically designated for outs cashing shall be provided to the division upon request.

(b) Where outs tickets are manually processed through the mutuels department of the same or another permitholder, each ticket shall be marked on the reverse side with date of payment and the amount paid.

1. Where manually processed outs tickets are paid by check, each ticket shall also bear on the reverse the check number.

2. Where manually processed outs tickets are paid by cash, the permitholder shall keep a log or post to the outsbook all cash payments. The log will include the ticket date and identification number and the amount paid for each ticket. After the last entry for the day on the log, the date of payments and grand total paid will be shown. The log or outsbook will be filed with the outs tickets paid and shall accompany the tickets when forwarded to the division.

3. The manually processed outs tickets shall be segregated by the dates of payment. Calculator tapes of the tickets, initialed and dated, will be filed with the tickets. The check number and date of reimbursement for outs cashed issued to another permitholder shall be written on the calculator tape, if applicable.

(6) Where the value of the outs is payable to the state, the value of the balance of the outsbook shall be remitted to the Department of Business and Professional Regulation, Office of Finance and Accounting, within 1 year and 60 days after the end of the meet and shall be payable to the Treasurer, State of Florida.

(7) Where the value of the outs is payable to a breeders’ association the value of the balance of the outsbook shall be remitted to the appropriate breeders’ association within 1 year and 60 days after the end of the meet. A copy of the check shall be sent to the division.

(8) Where the value of the outs is payable to the state a report of escheated outs shall be prepared on Form DBPR PMW-3510, Report of Escheated Outs, adopted and incorporated by Rule 61D-10.001, Florida Administrative Code, and submitted to the division 1 year and 60 days after the end of the meet. Supporting documentation required on Form DBPR PMW-3510 shall be attached.

(9) The permitholder who issued the pari-mutuel tickets is the custodian of its outstanding winnings, refundable wagers, and any other money represented by the outs account, and is liable to the state for errors, omissions, and improper deductions made from the outs account by any of its employees or agents.

(10) The value of unclaimed credit vouchers which are issued by a permitholder in exchange for cash or cash equivalent, and which the bearer may use to purchase pari-mutuel tickets shall not be forwarded to the division with the escheated outs tickets. The same provision shall apply to intertrack wagering tickets.

(11) Permitholders changing totalisator systems during a meet shall treat the outs tickets produced from the previous system as outs cashed after the end of the meet.

Specific Authority 550.0251(3), (7), 550.155(1), 550.1645(1), 550.495(4), (5) FS. Law Implemented 550.0251, 550.155, 550.1645, 550.2633, 550.495 FS. History–New 10-20-96, Amended 12-15-97, 9-19-04, 4-12-06.