Appendix 3 - List of reports.pdf

Veterans’ Organizations Instant Ticket Lottery Machines and Central System

Solicitation #: 2025- RFP Document

RFP for Maryland Lottery and Gaming Control Agency Page 1 of 5

APPENDIX 3 – List of Reports The Contractor is required to provide a variety of reports to the MLGCA and to ITLM Facility Management. Below is a list of the reports and information required. Reports are categorized as:

(A) Operational for the MLGCA

(B) Financial for the MLGCA

(C) Financial for ITLM Facilities, and

(D) Tax Reporting.

A. Operational Reports – MLGCA.

1) Transactions Report – due as requested - The ITLM Central System shall provide a chronological report of all transactions by date and time. The report must include, and be sortable by, transaction type, ITLM, ITLM Location number, transaction number, and any other sort option as required by the MLGCA.

2) Software Utility Check Report – due daily; Lists the validation status during the startup, normal operation, and shutdown of each ITLM.

3) Non-Reporting ITLMs (non-communication) Report – due as needed - To be provided when an ITLM is not communicating with the ITLM Central System or the Facility’s System. Provides the last polled date, ITLM serial number, reason for error, and poll address.

4) Non-Reporting ITLMs (no data) Report – due as needed - To be provided when an ITLM is communicating but no data was reported; Provides the last polled date, the ITLM serial number, reason for error, and poll address.

5) Hourly Game Play Report – due as requested - Tracks hourly play data; Lists the number of ITLMs actively reporting and provides validations and the dollar amounts per terminal of cash in, cash won, and average cash played.

6) Asset Tracking Report – due as requested - Provides a status by ITLM of key asset management parameters (as required):

a. Serial Number;

b. Shipment and Delivery Date;

c. Current Location (e.g., Shipped, ITLM Location, Warehouse);

d. ITLM Installation Date;

e. Hardware replacements;

f. Hardware upgrades;

g. Service Dates;

h. Regulatory Status and Approvals by Component and ITLM; and

i. ITLM Removal Date.

Solicitation #: 2025- RFP Document

RFP for Maryland Lottery and Gaming Control Agency Page 1 of 5

7) ITLM Central System Failover Testing Report – due annually after failover - Contractor shall conduct Failover testing annually and provide all results of the testing to the MLGCA within five (5) days.

8) Security/User Access Report – due quarterly - Provides detailed audit trail of all user access at all levels including, but not limited to, applications, data and system level access.

9) Security Violation Report – due as requested - Provides all alerts and violations to the ITLM Central System for both external events (ITLM Location violations) or internal events (ITLM Central System access or events).

10) Security Update Report – due as needed - Lists any security related changes are (additions, deletions, revisions) made; Provides all changes (adds, deletes and changes) to the ITLM Central System security schema, including, but not limited to, new users, user authorization levels, user application and data access, and ITLM Central System configuration changes.

11) Hotline Report – due weekly - Provides information regarding service calls, dispatches and resolutions.

12) 6-Week Performance Report – due weekly - Provides a variety of financial data.

B. Financial Reports – MLGCA. (File types should include PDF and Excel)

1) Facility Account History Report – due as requested - The System shall provide the ability for management (Accounting) users to inquire into a Facility’s account history for a specified range of dates. The information provided in response to such an inquiry shall detail all financial activity for the selected time period. The ability to select the program type (veterans or fraternal organization), specific transaction types (such as sweep amount, or adjustment) for a time period is also required.

2) Accounting Detail Report – due daily, weekly (default request – starting on Monday through Sunday), monthly, annually or for user selected date ranges identified by management (Accounting) - Provide detailed accounting data by Facility for each ITLM.

The ability to select the program type (veterans or fraternal organization or all) and data should include, but not limited to machine number, amount played, amount won, amount cashed, vouchers issued, voucher issued redeemed, total net proceeds, net proceeds for retailer, adjustments, expired vouchers, retailer invoice total, sweep amount, etc.

Subtotals should be calculated for each Facility’s ITLM data and totals for all Facilities ITLM data should be calculated.

3) Claims Detail Report – report cutoff at 4:30 P.M. - due daily (default request), weekly, monthly, annually or for user selected date ranges identified by management (Accounting and Customer Resource Center) This report is used for reconciliations and gives detailed information on ITLM vouchers validated at Agency Headquarters, Facility or all. The ability to select the program type (veterans or fraternal organization or all) and data should include, but not limited to, program type, claimant name, SSN, address, claim number, claim date, deductions (such as taxes withheld, CCU, Child Support, VEP, etc.) and check information (number and dollar amount). Report for HQ claims should be emailed daily.

4) Claims Setoff Report – report cutoff at 4:30 P.M. - due daily (default request), weekly, monthly, annually or for user selected date ranges identified by management (Accounting and Customer Resource Center) This report is used for reconciliations and gives detailed information on ITLM vouchers validated at Agency Headquarters, Facility or all. The ability to select the program type (veterans or fraternal organization or all) and data should include, but not limited to, program type, claim number, Solicitation #: 2025- RFP Document

RFP for Maryland Lottery and Gaming Control Agency Page 1 of 5 claimant name, SSN, claim date, deductions (such as taxes withheld, CCU, Child Support, VEP, etc.). Report for HQ claims should be emailed daily.

5) W2G Forms Report - due daily (default request), weekly, monthly, annually or for user selected date ranges identified by management (Customer Resource Center) This report is used by CRC to print and mail W2G forms to claimants. Data should include date of claim, claimant’s name, SSN, gross amount of W2G, claim number, facility, status of W2G printing.

6) W2G Forms Printed Report - due daily (default request). (Customer Resource Center) This report is used by CRC to compare the requested printed W2Gs to the actual printed W2Gs. Data should include only those W2Gs printed for that day and should include date of claim, claimant’s name SSN, gross amount of W2G, claim number, facility.

7) Check Register – report cutoff at 4:30 P.M. - due daily (default request), weekly, monthly, annually or for user selected date ranges identified by management (Accounting and Customer Resource Center) This report is used for reconciliations and gives detailed information on ITLM vouchers validated and paid at Agency Headquarters. The data should include, but not limited to, the program type (veterans or fraternal organization or all), check number, date of check, payee information, amount, voided check, reissued checks. Report for HQ claims should be emailed daily.

8) Positive Pay Report – daily. This report is used to ensure that the positive pay file is correct. This will be used to create the positive pay file to be uploaded to MLGCA’s bank. (Accounting). Data is specific to bank requirements.

9) Facility List – due on demand. Query by program. Data should include but not limited to program, Facility number, name, contact name, contact information (such as telephone or email), status (active, suspended, terminated), date of status, bank information, etc. (Accounting, Customer Resource Center).

10) Weekly Program Summary Report – due typically on Mondays - Provides information based on the previous complete billing cycle available for at least seven (7) years after the Invoice Date. Contractor must retain physical or electronic copies of all retailer invoices, including those related to terminated retailers, for a minimum of seven (7) years after the invoice date. This report shall provide, but will not be limited to, the following elements for each program (veterans or fraternal organizations):

a. Summary Total of Wagers;

b. Summary Total of Payouts;

c. Summary Total of Adjustments (e.g., promotional play);

d. Summary Total of Net proceeds;

e. Summary Total of Retailer Share of Net proceeds; and

f. Overall Sweep Total.

11) Facility Sweep Summary/Bank Tape Report – due weekly unless otherwise required by MLGCA - Data should be by program and should be detailed by Facility. Allows for the creation of a file from the ITLM Central System to be used to sweep the ITLM Location accounts. While it is the intention of the MLGCA to sweep ITLM Location accounts on a weekly basis, this file should be able to be generated on demand for all or for a subset of ITLM locations. Required data fields will be provided on request.

12) NACHA Report/File – due weekly unless otherwise required by MLGCA - Data should be by program and should be detailed by Facility and specific to bank requirements.

Solicitation #: 2025- RFP Document

RFP for Maryland Lottery and Gaming Control Agency Page 1 of 5

13) Expired Prize Report – due within 182 days of the date that voucher was produced - Listing of all vouchers that have not been paid.

14) Voucher Liability – due daily (default), weekly, monthly or due daily (default request), weekly, monthly, annually or for user selected date ranges identified by management (Accounting) This report is used for reconciliations and gives detailed information on ITLM vouchers issued, validated, not redeemed, expired, etc. at Agency Headquarters, Facility or all. The ability to select the program type (veterans or fraternal organization or all) and data should include all voucher information.

15) Facility Adjustment Report – due weekly. Provides all Facility accounting adjustments made by MLGCA and the vendor. This is used in the reconciliation of the weekly sweep of the Facilities. Data should be by program and should include but not be limited to: Facility name, Facility retailer number, adjustment amount and date of adjustment. (Accounting)

16) Exclusion Report – due weekly. Provides a list of all Facilities that have been excluded from the weekly sweep. Data should be by program and should include but not be limited to: Facility name, Facility retailer number, date of termination.

(Accounting)

C. Financial Reports – ITLM Facility Management.

1) Weekly Sweep Invoice – due weekly - An invoice sent to each ITLM Location stating the amount transferred to the sweep account at the end of each gaming week. Such invoice shall include:

a. Dollar Amount Played;

b. Dollar Amount Won;

c. Net Proceeds;

d. Sales Commissions;

e. Cashing Commissions;

f. Total Commissions;

g. Vouchers Issued;

h. Vouchers Cashed;

i. Net Vouchers

j. Adjustments;

k. ITLM Lease Fees;

l. MLGCA Amount; and

m. Retailer Sweep Amount.

2) Cash Earned by Retailer Report – due weekly - This is the retailer's weekly (and CY) profit report. It provides the Facilities a simple streamlined "Dollars In minus Dollars Out" report. The dollars inserted in the ITLMs, the vouchers redeemed for cash at the retailer's POS, and the money they owe (or credited) in the sweep for the most recent Monday to Sunday accounting week.

3) Drop Report – due as requested for each drop and as needed - Provides details for every time a cash box is pulled from a machine. This report can also be run as needed after a drop.

Solicitation #: 2025- RFP Document

RFP for Maryland Lottery and Gaming Control Agency Page 1 of 5

4) Cashier Activity Report – due daily - Provides details of each individual voucher cashed at the validation terminal during the time period selected by the user and is run on-demand by a user each day.

5) Cash Bank Activity Report – due daily - Provides a detailed listing of vouchers cashed with beginning and ending balances.

6) Cash Earned by Retailer – due weekly - Summarizes Dollars In less Vouchers Cashed (Dollars Out) less sweep amount, equals Retailer earnings for the specified accounting week – Monday to Sunday.

7) Machine Revenue Report – due weekly (for prior Monday – Sunday) or as requested by MLGCA (up to prior 36 months) - Provides information for each specific machine, including: Dollars In, Vouchers In and Out, Dollars Played, and Dollars Won.

8) ITLM Location Report – due as requested - Contains the following information:

a. ITLM Location License Number;

b. ITLM Location Name;

c. ITLM Location Address;

d. Machine Serial Number;

e. Cents Played;

f. Cents Won;

g. Net Terminal Income;

h. Gross Win;

i. Net Terminal Income;

j. Sweep Amount; and

k. Sweep Timeframe.

9) Transaction Report – due as requested - Provides ITLM Location, ITLM, and serial number with corresponding cash in, cash out, net revenue, amount played, amount won, progressive jackpot contribution, win frequency, payback percentage, net jackpot won, instant tickets played, and instant tickets won.

10) Progressive ITLMs Report – due daily - Provides a breakdown of local ITLM progressive meters and jackpots. In addition, it will report the reinvestment (escrow) and payment values.

D. Tax Reporting.

1) Facility 1099 Year-End Earnings Report – due annually – (Accounting). Data by program. Provides information required to generate a year-end 1099 report for each ITLM Location and can be used to reconcile the earnings (share of net proceeds and adjustments) for the tax year (as determined by MLGCA). This will then be used to generate the 1099s and the tax file required to be uploaded to regulators.

At MLGCA’s request, Contractor shall provide an Excel file with data fields specified by MLGCA. Required data fields will be provided to Offerors on request.

2) W2G Year-End Reportable Prize Report – due annually – (Accounting and Customer Resource Center). Data by program. Provides data for all reportable prizes for tax purposes in an Excel format that will be merged with other reportable prizes from the Lottery. Required data fields will be provided on request.