Fillable Printable Raffle Ticket Inventory Control Procedures

Raffle Ticket Inventory Control Procedures

UNRESTRICTED FORMC&SR/GAM5525‐1(2006Sept)

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 RAFFLETICKETINVENTORY

 CONTROLPROCEDURES

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Anindividualmustbeappointedwhowilloverseeallmattersrelatingtothephysicalcontrolandmonitoring

ofraffleticketsissuedandreturnedandcashrelatedthereto.Itisstronglyrecommendedthatthisindividual

be separate from the Treasurer to ensure segregation of duties exist amongst the charity.This person

referredtohereinafterastheRaffleChairpersonwillmakeandmaintainarecordtoshow:

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a) RaffleTicketInventoryControlWorksheet(Sample#1):

i. The date, the seller name and the serial numbers of tickets issued to each seller.The

sellerwillinitialthecontrolsheettoacknowledgereceiptofsuchtickets.

ii. Upon return of tickets and cash by the seller, the Raffle Chairperson will record the

serial numbers of any unsold tickets returned and the cash received from the tickets

sold.The seller will sign the control sheet to acknowledge that theunsold ticketsand

cashamountsrecordedareaccurate.

iii. TheRaffleChairpersonwillsignanddatethecontrolsheettoverifytheamountofcash,

unsoldticketsandticketenvelopes/stubsreceived.

iv. Theresultingcashamountswill be handedovertothetreasurerfordeposittotheraffle

account with the treasurer signing and dating the  record sheet to evidence receipt of

theticketmoniesrecorded.

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b) From the information on the Raffle Ticket Inventory Control Worksheet as noted above the

organizationwillbeabletodeterminethenumbersofticketssold,thecashreceivedandamountsto 

be deposited to the raffle account.If deposits are made on a regular basis the date  the funds were

deposited must be noted on the worksheet with the treasurer’s initials acknowledging they received

thefunds.

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c) TheRaffleChairpersonwillmakeeveryefforttoaccountforanyticketsnotreturnedimmediatelyprior

tothedraworeventatwhicha

winnerwillbedecided.Thiswillincludecontactingticketsellerswith

asyetunreturnedticketstodeterminethestatusofsuchticketsandtoensurethatallsoldticketsare

included in the draw or winning process. At this time  all  unsold tickets will  be returned and all sales

amountsduecollected.

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d) PrizesPaidOut:

i. TheRaffleChairpersonwillrecordthe nameofthewinner(s),winningticketnumber(s)

and the cheque number,if applicable.Ifmultiple winnersexist then aPrizes Paid Out

ControlSheet(Sample#2)mustbe utilized.Thewinningticketsmustalsoberetainedby

theorganization.

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e) Each month the treasurer will perform a bank statement reconciliation to verify all the deposits and

prizes paid out according to the Raffle Ticket Sign‐Out Sheet and Prizes Paid‐Out Control Sheet. Any

discrepanciesmustbereportedtoboththePresidentandRaffleChairpersonimmediately.

PROTECTEDWHENCOMPLETED FORMC&SR/GAM5525‐2(2006Sept)

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 Sample#1

 RAFFLETICKETINVENTORYCONTROLWORKSHEET

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DateOut Seller’sName SellingPrice

Ticket#

Beginning

Ticket#

Ending

Total# of

Tickets

Issued

Seller’s

Initials

 DateIn

UnsoldTicket

Numbers

Total

Sold

Expected

Deposit

Cash Cheques CreditCard

Actual

Deposit

Variance

Over/Short

ExplanationofVariance

Seller’s

Signature

Deposit

Date

Treasurer’s

Initials

     

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  

SignatureofRaffleChairperson Date  SignatureofTreasurer  Date

PROTECTEDWHENCOMPLETED FORMC&SR/GAM5525‐3(2006Sept)

 Sample#2

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PRIZESPAID‐OUT

 CONTROLSHEET

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Location: Licence#:

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DateofDraw NameofWinner Ticket# PrizeAmount

Cheque

Number

Witness/

Initial

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