Attention to details aids automated reporting
By Rick Ask, Administrator
Gambling Control Division
Nearly three years ago, the Division began implementing the automated accounting and reporting system and the gambling industry began recording meter readings on weekly and bi-weekly bases. At this writing, approximately 98 percent of the video gambling machines in play are reported on the system and taxes are paid and collected electronically.
That is great news.
However, Division tax personnel tell me there are more than a few folks using the system who appear to have forgotten some of the requirements. So, this is a good time to provide some reminders for those on-line users.
1. Weekly/Biweekly meter readings. You must enter lifetime electronic meter readings only and include both dollars and cents. Do not use admin hard, mechanical or period electronic meter readings. You must also enter the date on the audit ticket for the report date, not the date you enter the meters.
2. Service Reports. If you enter the service report online, do not mail the original report to the Division. In addition, you must use the date on the audit tickets for the report day, not the date you enter the meters.
3. Quarterly Tax Reporting. Your tax estimate is generated on the seventh day after the end of the quarter, so your final meters must be entered prior to the seventh day. If they are not entered prior to the seventh day, your tax estimate will be generated using the last known numbers available. This will not include your end of the quarter meter readings and your tax estimate will be incorrect and require a great deal of manual effort by you and the Division to correct.
Please remember that when entering your quarter end meters, you must also check the box to indicate these are “quarter-end” readings and, carefully, select the correct end of quarter month being reported. A new set of fields will appear to enter your end-of-the- quarter mechanical meter readings after you check the quarter-end box. When entering the quarter- end mechanical meters do not use “Bill In” for “Coin In.” When your quarter- end mechanical meters have been entered, your taxes will be electronically calculated for you.
After your quarter end meter readings have been submitted and taxes calculated, click on the link “Quarterly Tax Report.” This site will show you the tax estimate for each of your machines. If there is a problem with your estimate, or you do not receive your estimate after you have entered your end-of-quarter readings, contact the Division.
4. Tax Payment. You are required to pay your taxes on-line. Do not send a check to the Division for payment of taxes. When paying on-line be sure to fill out all of the required fields in the payment section. In addition, do not put a date in the warehouse field if you are paying immediately.
Finally, the system should give you a receipt after payment is made. It is very important that you print the receipt for your records. The receipt will contain the amount paid, date paid and a unique identification number. If you do not get a page that has “Receipt” or “Payment Confirmation” at the top of the page, your taxes have not been paid and you should contact the Division.
Here are some important phone numbers. Your first point of contact on system related matters should be Lead Compliance Specialist Lisa Christiansen. Her phone number is 406-444-9150.
Other important numbers:
Gambling Control Division Main Phone, 406-444-1971.
Kathy Baertsch, License and Tax Supervisor, 406-444-9131.