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1. 4 1 1 AHQ AFSVA staff member is present during the installation The AF representative is present until the transfer of all slot machine keys is completed and all spare locks and spare keys are properly secured 4 1 2 A HQ AFSVA staff member handcarries or sends the keys by registered mail to the RMFC who follows the guidance inTable 4 1 table 4 1 Table 4 1 Initial Key Controls The RMFC O receipts for the controlled slot machine keys from the AFSVA represen AF Form 1297 tative ensuring correctness of the quantity and key code numbers on gives the original of AF Form 1297 to the AFSVA representative and files a copy in the LOF file on ensures keys are not duplicated locally N A prepares with the AFSVA representative the key sets for activity and IO AF Form 1297 use on requests replacement keys or locks from HQ AFSVA SVPCA with an memorandum information copy to the MAJCOM SV using a requests disposition of damage or unwanted keys or locks to HQ AFSVA SVPCA with an information copy to the MAJCOM SV using a 4 1 3 The RMFC initially uses DD Form 250 Material Inspection and Receiving Report for receipt of all slot machine equipment through the traffic management office The report is used as proof of shipment and must include the manufacturer s serial number and AF property number and list any known damage by serial number Mail the original DD Form 250 to HQ AFSVA SVFF 101
2. e Reviews and compares the figures to slot machine records e Identifies the differences in totals malfunction payments and net hopper credits or debits Reads the comments on machines on hold or updated for prior cash collections or hopper empty transactions 5 6 2 If discrepancies exist the slot machine accounting technician e Reviews the POE utility listing for keying errors e Compares AF Form 2557 AFSVA Forms 268 269 and 262A for accuracy e Ensures the meter readings on the slot machine cash collection report and slot machine main tenance log agree with the POE listing Ensures the over or short amount matches the amount shown on the AF Form 1875 5 6 3 For bases using ITS the slot accounting technician will reconcile activity cash collections on the ITS system 5 7 Cash Variances Cash variances are caused by defective meters errors in recording and entering meter readings failure to submit maintenance transactions when changing or testing meters foreign coins and mixing cash box and hopper coins Small overages or shortages that never offset or are not attributable to a known cause may indicate procedural problems or possible willful misconduct 5 7 1 Firstthe NAF AO determines whether the variance is a cash overage or shortage or an account ing variance Data entry errors are a possible cause If errors or malfunction did not cause the vari ance verify the previous activity report cash over or short for offse
3. Use a 2D code SM to document the transaction 5 5 Slot Machine Cash Collection Collect cash from the slot machines periodically during the month and at EOM Sites and activities with 15 or less machines may collect cash biweekly or at the EOM 5 5 1 EOM Cash Collection The scheduled harvest falling closest to the last day of the month is the EOM harvest 1 e if an activity harvests every Monday and Thursday and the last day of the month falls on Sunday the 31st Thursday the 29th would be the EOM harvest For activities which harvest bi monthly or monthly the EOM harvest will be the last Thursday of the month For those sites which report to a host NAF AO the EOM accounting period will end the weekday closest to the 15th of the month The only exception to the above is when closing out the fiscal year The fiscal end of year harvest must be completed prior to the business day of the next fiscal year Cash need not be collected more frequently than specified above unless coins are needed for change Perform partial cash collec tions only when coins are needed to support operations A partial cash collection is collecting coins from all the machines of one coin denomination within an activity or game room Do not report par tial cash collections to HQ AFSVA SVPCA when collected Instead combine the partial collection with the next scheduled collection and report only one cash collection 5 5 2 Cash Collection Procedures Before starting ca
4. AFSVA approval Requests for purchase relocation to unauthorized activities deactivation or disposal of machines or related equipment Operational and internal control procedural waivers Maintenance Provide technical assistance Develop and implement maintenance training programs e Ensure quality control of base technicians performance e Review and analyze maintenance reports and trends e Coordinate with HQ AFSVA SVPCA prior to testing new equipment and procedures 2 4 Installation Commander Ensures controls and limits on slot machine operations are established and followed Approves NAF council minutes concerning all actions pertaining to slot machines Approves the use of assigned military personnel or general schedule GS civilian employees to act as IOs on a periodic basis when in the best interest of maintaining executive control of slot machine operations Designates in writing an individual to observe the destruction of slot machines 2 5 SV Commander or Director Has overall responsibility for the operation of the base level slot machine program Designates in writing the location of the key containers used by the IO and the location of the spare keys and spare locks maintained by the NAF AO Designates in writing two individuals responsible for the slot machine spare keys and spare locks Ensures slot machines are placed in HQ AFSVA approved activities Ensures management review of slot m
5. RMFC forwards a request through the MAJCOM SV with the fol e Statement attesting that no less than 20 of the slot machines in any activity are nickel denomina tion machines 4 9 1 After receiving approval notify HQ AFSV A SVPCA and inform the MAJCOM SV at least 5 days prior to the actual change The base accounting technician places the machines being changed in an out of service 2F code status and ensures the hopper is emptied 2D code no later than the last day of the month preceding the month of the denomination change This action ensures calculation of the income for the machine for the entire month at one denomination only e Cashier ensures the slot machine change fund is adjusted to reflect the denomination change The activity manager signs the request e Cashier ensures only one AF Form 1401 is completed for each machine and filed in the activ ity The RMFC ensures the status report is annotated to reflect the correct information 4 9 2 After making the denomination change the maintenance technician or club representative puts the machines back into service 2G code no earlier than the first day of the month after they are taken out of service Use 2H code if the Standard Load is changed A 2D code for the hopper fill action completes the denomination change transaction 4 10 Slot Machine Storage Any slot machine removed from service may be placed in a storage status if the machine will not be returned to service f
6. and maintenance oversight for MAJCOMs with a limited number of bases These bases include Howard Air Force Base Panama Air Combat Command ACC Lajes Field Azores Portugal ACC and Thule Air Base Green land AF Space Command Responsible for the operation control and purchase of slot machines games or equipment that can be physically or electronically attached to the slot machines HQ AFSVA Director of Financial Management and Comptroller SVF provides accounting and internal control procedures 2 2 3 HQ AFSVA Director of NAF Purchasing purchases all slot machines and related items Bases may purchase repair parts for slot machines but may not purchase parts or items that alter the games meters locks or accounting functions 2 3 MAJCOM SV 2 3 1 ZOD Controls Monitor and support base NAF AO control over slot machines Provide technical advice train new personnel and supervise reporting Evaluate internal controls to ensure operational efficiencies and adherence to published poli cies in AFI 34 202 Protecting Nonappropraited Fund Assets Review cash collections and monthly machine activity reports provided by HQ AFSVA SVPCA and take corrective actions as required Perform staff assistance visits to review base procedures and control to observe cash collec tions and maintenance procedure and to review key controls Liaison The following items must be coordinated through the MAJCOM SV for HQ
7. are AF Form 1401 and 2c the Amount Paid column is crossed out and only the machine number is AFSVA Form 262A 3 If the payment is made by the main cashier the amount is AF Form 1401 4a If the malfunction is documented by the game room attendant the amount AF Form 1401 and and machine number are 4b the player is given the original and one copy of the AF Form 1401 N A 3 5 Machine Tampering and Abuse Management personnel as well as other game room employees must be especially alert to prevent machine abuse or tampering The following actions are prohibited e Placing beverage containers or other items on top of the machines e Covering light candle with articles of clothing or other materials e Covering the reel display with pieces of paper packs of cigarettes etc e Attaching any item to the machine e Placing radios or other electronic equipment in contact with or near the machines e Striking or bumping machines Using excessive force when pulling the handles e Pouring a foreign substance onto or into a machine 3 6 Slugs Foreign Coins and Tokens Use of slugs or foreign coins in AF slot machines is a Federal offense Under Title 18 U S C Section 491 such offense is punishable by a fine of not more than 1 000 00 or imprisonment for not more than 1 year or both Tokens are not authorized for use in AF slot machines 3 7 Signs Activity managers post signs displaying slo
8. as worth 25 cents After counting the coin is exchanged if possible and the 10 cents included in the slot machine collections The difference in value of 15 cents indicates a cash shortage If the coin cannot be exchanged indicate the full amount 25 cents as the cash shortage Record cash overage or short age on a separate piece of paper annotate as over or short due to foreign coins in the collection and attach to the original AFSVA Form 268 that the IO turns in to the NAF AO Use this to sup port the final computation of cash over or short and as a historical document to determine the impact of foreign coins on slot machine operations Assimilate coins that cannot be readily exchanged through the activity until such time as it is economically feasible to exchange them through monetary exchange procedures in effect in the host country When these accumulated coins are exchanged report the monies as miscellaneous income Secure foreign coins not yet exchanged 5 5 2 6 The NAF AO determines cash box coins over or short and enters the amount on the AF Form 1876 NAF Consolidated Cost Center Report 5 5 2 7 Date the AF Form 1876 and the AFSVA Form 268 according to procedures established for other collections 5 6 Reconciliation Procedures After receiving the slot machine activity cash collection report from HQ AFSVA SVPCA the NAF AO ensures variances are reconciled 5 6 1 For initial review the slot machine accounting technician 28
9. be in the game area Sponsors are responsible for presenting proper identification for their guests Host country personnel who qualify under AFI 34 101 are authorized unless prohibited by Status of Forces or other country to country agreement applicable local law Major Air Command MAJCOM Num bered Air Force or local base supplements to this manual 1 3 2 The following individuals are prohibited from playing slot machines e All personnel directly involved in slot machine operations and their families This includes slot machine section personnel slot machine maintenance personnel and Nonappropriated Fund NAF Accounting Office AO personnel with duties related to accounting functions or the control of slot machines and keys e Other individuals when determined by the installation commander to preclude a real or appar ent conflict of interest or to protect an individual from excessive and unaffordable participa tion 1 4 Waivers Operation and internal control waiver requests are sent through the MAJCOM Director of Services to the Agency Commander AFSVA CC 10100 Reunion Place Suite 500 San Antonio TX 78216 4138 1 4 1 Waiver requests include the following information e Manual reference e Background information on the current situation e Problems encountered e Proposed waiver justification and benefits to be derived 1 4 2 Waiver requests are not implemented until approved The approved waiver is placed in the Lif
10. each initial slot machine hopper fill and any changes to the standard load 4 5 8 Copy of the current Slot Machine Program Status Report RCS HAF SV A 9499 4 5 9 Other important documents 4 6 Slot Machine Transfer Slot machine transfers between clubs or other approved activities on an installation or within a command require written approval of the MAJCOM SV with an information copy to HQ AFSVA SVPCA HQ AFSVA SVPCA must be notified at least 15 days in advance of the transfer Include the following information AF property numbers New location of the machines annex number where applicable Dates machines will be taken out of and returned to service 4 6 1 Place transferred slot machines in operation no earlier than the first day of the month following the machine s removal from service at its previous location 4 6 2 Slot machine moves require HQ AFSV A SVP approval when the moves are to activities other than officer enlisted and consolidated clubs rod and gun club bowling center or golf clubhouse The RMFC forwards the request through the MAJCOM SV to HQ AFSVA SVP 4 6 3 After receiving approval the accounting technician completes the actions inTable 4 5 table 4 5 Table 4 5 Transfer of Machines Accounting technician completes or makes takes the machine out of service and a 2F code entry on the POE 2 empties the hopper and performs a hopper fill a 2D code entry and record turn in on AF
11. payouts including top awards are paid by the machine automatically The only exception applies to older machines that cannot be configured to pay the top award automatically and must be key released by the game room attendant Eligibility require ments may be verified through random identifications checks 3 3 Payouts made during routine maintenance are returned to the hopper if the door is open and the meters do not increment If the meters increment turn in the payouts to the cashier using AF Form 2557 3 4 Malfunctions A malfunction payment may be necessary when a machine does not pay out the proper number of coins or fails to operate after a coin is inserte A malfunction payment may be necessary when a machine does not pay out the proper number of coins or fails to operate after a coin is inserted Table 3 1 provides guidance for recording malfunction payouts 14 Table 3 1 Malfunction Payouts The activity cashier or game room attendant performs the following recorded on 1 When a machine fails to operate due to coin in problems refunds to the AFSVA Form 262A player are based on meter readings on the machine and 2 When the payout is incorrect determines the proper payout from the pay N A table on the machine less the amount already paid by the machine and 2a If the amount is 5 00 or less the amount and the machine number are AFSVA Form 262A 2b If the amount is over 5 00 the amount and machine number
12. personnel assisting cash collections or maintenance and 3 Activity accepts keys turned in by persons identified in 2a 2b and 2c and requires the person turning in keys to print his or her name on line 1 and signs on line 2 in the in column and AF Form 2432 4 Activity key control procedures do not allow activity keys outside the activ ity except to perform maintenance or cash collections in an activity annex N A 5 All personnel report any unusual incident involving machines keys locks or monies to the RMFC and verbal or written report 4 4 IO Key Control The IO follows the guidance inTable 4 4 table 4 4 Table 4 4 IO Key Control Action completes 1 The IO signs for the locked container s holding the key s used by the IO AF Form 2432 and 2 Prints name on line 1 and signs on line 2 in the OUT column and enters any other pertinent information required and 3 The IO and activity employee ensure the container s are still secure before N A the activity employee opens them 4 The IO and activity employee must inventory the keys to ensure the correct keys are in the container s 5 JIO ensures each key is listed signs for the keys and AF Form 2432 If the IO removes all keys from the container s the container s may be left N A with the activity employee 7 If all keys are not removed the container s must be secured and remain in the possessio
13. the volume of play is low and it is not cost effective to per form cash collections on a weekly and biweekly basis The EOM cash collection and reporting requirements do not change File a copy of all approved changes in cash collection procedures in the activity and in the LOF 5 8 2 The Slot Machine POE System guidance contains the instructions for data entry for SO and SM transactions The POE user manual is provided to each base with slot machine operations by HQ AFSVA SVPCA 5 8 3 Submit ITS slot machine data files to HQ AFSVA SVPCA weekly 30 Chapter 6 SLOT MACHINE MAINTENANCE 6 1 Maintenance Functions The following minimum guidelines apply whenever performing mainte nance on slot machines 6 1 1 When a machine goes to a hard tilt condition automatic shut down by internal security switches do not operate the machine until the maintenance technician witnessed by the IO investi gates the cause documents it and resets the machine This action is not required when a soft tilt tem porary machine shut down and automatic reset occurs 6 1 2 Place a malfunctioning slot machine Out of Order if the maintenance technician or IO is not available Do not turn off electrical power as a method of placing the machine Out of Order Turn off power only as an emergency measure when continued power to the machine will result in damage to the machine or present a safety hazard 6 1 3 Make all repairs in the presence of the IO Re
14. 00 Reunion Place Suite 400 San Antonio TX 78216 4138 Maintain a copy in the LOF file 4 1 4 HQ AFSVA SVPCA assigns each new machine an AF property number and provides the num bered tags The property tags are affixed by the HQ AFSVA representative at the initial installation of new slot machines or by the maintenance technician when replacing a damaged or missing property tag This number should be used for all future references to the machine and for revenue reporting The property number tags are permanently affixed to the cash boxes and to the outside of the machine 4 1 4 1 The RMFC provides HQ AFSVA SVPCA a New Slot Machine Listing RCS HAF SV AR 94100 with the following information prior to placing the slot machines in opera tion e Property number Manufacturer s serial number e Annex number 4 2 Slot Machine Key Controls Slot machine keys and their associated controls are the primary method of assuring internal control of slot machines These controls require that two people are always present whenever cash or internal parts of the slot machine or slot machine stand are exposed Cash col lection keys are used by the activity representative LSD and CBL and IO USD and CBR to open the slot machine stand door and cash box These keys also access bill validators if used Maintenance keys are used by the maintenance technician LMD and IO UMD to open the slot machine door Game keys are used by activity representatives to
15. 5 5 2 3 The IO verifies the accuracy of the coin counting machine before doing the actual count The club representative puts a known number of coins in the counter at least 40 coins and ensures the counter indicates the same number of coins The club representative or activity employee performs this test before the count of each denomination 5 5 2 4 An activity employee removes and counts the coins and the IO observes and verifies the count The IO ensures the coin counter meter is reset to zero after counting each cash box The activity employee signs each AFSVA Form 268 used in the COUNTED BY block and the IO signs in the VERIFIED BY block If the counted monies must be transported to the main cash 1er the activity employee and the IO accompany the funds to the main cashier The main cashier or designee counts the coins and signs the forms in the CASH RECEIVED BY block The IO hand carries the original AFSVA Form 268 to the NAF AO upon completion of the harvest The cashier submits the copy of the AFSVA Form 268 with the completed AF Form 1875 NAF Indi vidual Cashier s Report 5 5 2 5 If foreign coins are detected during the count the cashier counts them as the equivalent denomination US coin After counting exchange foreign coins for US coins if possible The dif ference between the counted value and the exchange value is cash over or short For example a foreign coin worth 10 cents played in a quarter machine initially is counted
16. 557 to document the turn in of the coins Annotates the reason for the turn in on the form as well as the Coins In Coins Out Coins to Cash Box and Top Award meter readings Uses a 2D code to document the SM transaction The cashier uses AF Form 1401 to issue the coins for the hopper fill from the slot machine change fund and ensures the Coins In Coins Out Coins to Cash Box and Top Awards meter readings are annotated on the form 5 3 2 The main cashier issues the coins to the activity employee designated to fill the hoppers The designated employee fills the hoppers in the presence of an IO and prepares an AF Form 1401 for each hopper fill Annotates as a minimum the AF property number the dollar amount of the load and the Coins In Coins Out Coins to Cash Box and Top Award meter readings on the form The activity uses the completed AF Form 1401 to support the request for replenishment of the slot machine change fund For the purpose of audit and cash count the activity manager ensures the AF Form 1401 son file for each slot machine in use including machines temporarily removed for mainte nance e Indicates the approved standard load The total amount equals the amount of the coins required to accomplish all the initial hopper fills 5 3 3 Activity representatives do not verify the coins in the hoppers with the amounts shown on the documents By design slot machines pay out from the hopper each time the machine pays out As add
17. BY ORDER OF THE AIR FORCE MANUAL 34 129 SECRETARY OF THE AIR FORCE 1 MARCH 1996 Services AIR FORCE SLOT MACHINE CONTROLS AND PROCEDURES NOTICE This publication is available digitally on the SAF AAD WWW site at http afpubs hq af mil If you lack access contact your Publishing Distribution Office PDO OPR HQ AFSVA SVPCA Mr William J Certified by HQ USAF SVP Col Patrick Eagan Wilcox Pages 36 Distribution F This manual implements AFPD 34 1 Morale Welfare Recreation and Services Programs by providing guidance and procedures for the Air Force Slot Machine Program It defines the purpose explains what the program includes sets forth responsibilities and describes how to administer and operate a slot machine program Other references to the slot machine program are in AFI 34 202 Protecting Nonap propriated Fund Assets AFMAN 34 212 Control Procedures for Protecting NAF Assets and AFI 34 209 Nonappropriated Fund Financial Management and Accounting Proposed supplements are routed through and come from the Major Air Command MAJCOM Director of Services SV and are not effective until approved by the Headquarters Air Force Services Agency HQ AFSVA Chapter 1 OVERVIEW 1 1 1 2 1 3 1 4 1 5 1 6 Slot Machine Program A e A E a e a eI Ha n Es Locations Ss Fase di eiar a e dle a dos cai teat Paracipanis od O Reports ia ia O LC Chapter 2 WHAT PEOPLE DO in HUSA CIS MM Pm 22e HORES o id
18. Form action to balance the change fund and 2557 3 documents the transfer from the old to new AF Form 1297 or 2534 and SO load card locations and 4 changes the standard load if needed and a 2H code entry 5 places the machine into service and a 2G code entry 6 makes a hopper fill and a 2D code entry 7 ensures the slot machine status reports gain changes to the status reports ing and losing locations are annotated and 4 7 Slot Machine Destruction Dispose of unserviceable slot machines or machines no longer required according to Table 4 6 table 4 6 Parts or pieces of a destroyed slot machine must not be taken by unau thorized individual 21 Table 4 6 Destruction Guidance of the destroyed machines Action required by completing 1 The RMFC requests approval for disposition of slot machines through a letter or message the MAJCOM SV to HQ AFSVA SVPCA 2 When written approval is received N A 3 The accounting technician annotates the machine number and meter POE report readings for Coins In Coins Out Coins to Cash Box and Top Award 4 The maintenance technician removes the machines from service and the a 2F and 2D code entry activity representative removes the coins in the hopper 5 The activity representative removes all coins from the hopper and AF Form 2557 records the turn in of coins 6 The maintenance technician remo
19. achines internal controls and annual status reports are accomplished 2 6 Membership Support Flight Chief MSFC Supervises slot machine maintenance personnel and Ensures periodic unannounced observation visits of slot machine operations are conducted doc uments significant findings and ensures corrective action is taken Ensures all newly hired maintenance technicians receive a briefing outlining their duties and responsibilities Coordinates maintenance work schedules between activity managers the NAF AO and the main tenance supervisor or lead technician Establishes and maintains a training program to enhance skill and knowledge of maintenance employees Makes available a maintenance facility with sufficient space storage area electrical power and secure parts storage Makes available adequate test equipment and tools to maintain and repair slot machine equip ment Ensures all maintenance functions are performed according to this manual 2 7 RMFC Supervises the accounting and IO personnel Establishes a training program for slot machine accounting technicians IO personnel and other employees involved in slot machine program cash and data collection and reporting Implements procedures and performs periodic unannounced observation visits of slot machine operations documenting any significant findings and corrective action taken Maintains machine key and spare lock accountability using AF Form 1297 Tem
20. ad 2 3 EAC ONES 2 A ite IAE Ades 2 4 Installati n Commander 225155525 e BG is 230 SW Commander or DITECLOE ni ds 2 6 Membership Support Flight Chief MSFC sese PATRNEE dir pem O ER Table 2 1 Slot Machine Key and Lock Accountability oo cee ieee eee 2 8 Slot Machine Accounting Technician essent Table 2 2 Accounting Technician FOIS teer hte eren eU eene Ene etta Aena UN rias pl WEG pu M E 2 10 Mamtenanee Teclimielali 212 otutaetenieceel ob estais dui did 2 11 Activity Manager isis pr ce 2 d12 ACA Cas BIG A vot ba Corse aT Table 23 Activity Cashier DUNES es Sp dd a d Re ds 2 15 Game Room Attendant ios Chapter 3 OPERATING PROCEDURES 3 1 3 2 3 3 3 4 Table 3 1 3 5 Background Checks usa dia Game Room Operatoria Machine PS suut M e a A E Ma lfunetions lcd coda Malfunction Payouts cin ESA Machine Tampering and Abuse 1 eet e sad RECHTE AT ERES EE RES ERN NNUS D ON tA Ur tA tA A oo oo 0 0 NQ N N N mM a e 2 a Lm pao Lm nm OW N Ne O O oc O 14 14 14 14 14 15 15 3 6 Slugs Foreign Coins and TOKENS A A ve Deco d tite E LYCEE A eM 3 8 Security and Machine Placement 52e ent Ir init iii Chapter 4 OPERATING CONTROLS 4 1 Initial Installations eon deese ins Table4 1s small Key Controls Adi 2 2 Slot Machine Key COMO nera Table 4 2 Financial Section Key Control ot 4 3 Activity Key Controls anita
21. e of the Fund LOF file and a copy provided to the affected activity 5 1 5 Reports 1 5 1 Management Review of Slot Machine Internal Controls The SV commander or director ensures an annual review of slot machine internal control procedures is conducted with a checklist provided by HQ AFSVA Director of Programs SVP A disinterested third party performs the review The selected person is not involved in the slot machine program e g may be the NAF Finan cial Analyst The completed review is provided to the SV commander or director MAJCOM SV and HQ AFSVA SVP The SV commander or director indicates corrective actions for any deficien cies A copy of the annual review is due at HQ AFSVA Amusement Branch SVPCA by 1 Decem ber 1 5 2 Slot Machine Status Report A Slot Machine Program Status Report RCS HAF SV A 9499 is required annually The report is used as an annual inventory of slot machines and slot machine keys The SV commander or director forwards the status report to HQ AFSVA SVPCA 10100 Reunion Place Suite 402 San Antonio TX 78216 4138 by 1 November with an infor mation copy to the MAJCOM SV Data reflects the status of the program as of 1 October The report information matches base assigned property records The SV commander or director and the resource management flight chief RMFC sign the report Note This report is designated emergency status code D immediately discontinue reporting data requirements during emer
22. e slot machine number on AF Form 2557 and AFSVA Form 269 Second method Maintenance technician obtains coins AF Form 1401 over 5 00 from the cashier 2 Does the test in the presence of the IO N A 3 Lists the slot machine number s coins locally devised log used and coins won on 4 Turns in remaining coins including win AF Form 2557 nings on Machines are placed out of opera N A N A tion until the meter circuits are working properly 24 5 1 Slot Machine Change Fund The RMFC establishes a slot machine change fund for each activity with slot machine operations and follows the guidance in Table 5 1 The change fund is used for e Initial hopper fills Chapter 5 CASH MANAGEMENT e Providing coins for play e Refilling hoppers e Malfunction payouts Turn in of coins from spontaneous payouts Ineligible top awards Hopper empties Maintenance coin testing Table 5 1 Establishing and Operating Slot Machine Change Funds Who Action Installation commander approves the overnight funds storage limitation 1 2 The RMFC 3 issues the change fund using AF Form 2557 places the original AF Form 2557 in the NAF AO LOF file and provides a copy to the activity manager 4 Activity manager requests establishment of and maintains a cash level consistent with available coin supply and normal usage does not replenish the change
23. for United States US personnel e The LAC is for Local National LN personnel and foreign born spouses of US citizens who have not lived in the US or US possessions and are conducted according to installation guidelines The NAC or LAC requirement must be included in the position guide or job description 32 Game Room Operations The game room is operated using the following procedures 3 2 The main cashier or designee issues the game room attendant AF Form 1401 for malfunction payments over 5 00 and hopper fills e AFSVA Form 262A for malfunction payments of 5 00 or less AF Form 2557 to document turn in of coins 3 2 2 The attendant turns in all used prenumbered controlled forms to the activity manager or desig nee All unused forms are returned to the main cashier manager designee if the cashier is not on duty 3 2 3 Whenever cash is collected the activity manager or designee gives one copy of each form to the IO The IO records the numbers of the forms on the slot machine collection report and hand car ries the forms and the report to the NAF AO 3 2 4 The activity is responsible for housekeeping in the game area including the exterior of the slot machines 3 3 Machine Payouts A military identification card or an equivalent form of civilian identification is required to verify eligibility before prize or malfunction payment Top awards jackpots are winning combinations that pay the maximum number of coins All
24. fund for initial hopper fills replenishes the change fund as many times as necessary but always as of the last work day of the month reconciles the total amount required to fill all hoppers located in the activity plus the change fund cash on hand Use AF Forms 1401 2539 and 2557 and AFSVA Form 262A 5 2 Initial Hopper Fills SeeTable 5 2 table 5 2 for instructions on initial hopper fills 25 Table 5 2 Initial Hopper Fills Action Person Action 1 To fill the hopper the cashier ensures coins used are coins from the change fund 2 retains the original AF Form 1401 in the activity and provides a copy to the RMFC 3 To make standard hop the activity represen reaccomplish the AF Form 1401 and file it at the per load changes tative activity 4 ensures the total for the change fund reflects any changes in standard load 5 the accounting tech submits a SO transaction to identify the hopper nician load 6 uses a 2D SM transaction code to identify the hop per fill action 7 uses a 2G SM transaction code to place the slot machine in service 8 the cashier uses AF Form 1401 to annotate the meter readings for Coins In Coins Out and Top Awards and writes in initial hopper fill as the reason 5 3 Machines Requiring Other Than Initial Hopper Fills 5 3 1 Activity representative removes any remaining coins in the hopper using AF Form 2
25. gency conditions The report must include the following information e Base e Cash Management Investment Program account number e MAJCOM Annex number Name grade Defense Switching Network telephone and commercial datafax numbers include country code of the following personnel SV commander or director e RMFC Slot machine accounting technicians e Slot machine maintenance technicians e Activity managers at each activity with slot machine operations e For each activity where slot machines are located e Key numbers for machine door independent observer IO and activity stand door IO and activity e A list of each machine by annex providing the AF property number serial num ber standard hopper load personality code and pertinent comments Alist of unresolved maintenance problems 1 6 Funding 1 6 1 Use appropriated funds to pay for transportation of slot machines and related equipment to and electricity at overseas locations 1 6 2 Finance all other costs with NAFs Chapter 2 WHAT PEOPLE DO 2 1 HQ USAF SV Issues slot machine program policy and monitors operations 2 2 HQ AFSVA Provides guidance on the operation control and purchase of slot machines 2 21 PPL IE HQ AFSVA SVP Coordinates all initiatives impacting on the program Provides guidance on operations receiving and analyzing financial reports and maintenance Performs MAJCOM functions of control liaison
26. id ia ida TEE Table4 3 Activity Key Control 1 seii desde oae eae ocio ee een aiie aisi sasok AAS TO Key Controls 12i etes p re o dot lease epdok eerie dade det Pts Jdabled MOR O tual 4S cR 4 6 Slot Machine Transfer uoo eo A Tabled 5 3Pransteror Machines sir epe hoe dicto 477 Slot Machine Destruction rice Table 46 Destruction Guidances illa dial ES Slot Machine MOGITICSBIOH ui tpa te codo dati cod pda ie ton dud gedit 4 9 Slot Machine Denomination Change 2o TS ro E doit AJO Slot Machine Storage usos cia a ca ee EROR RIO UB oco oie VE OR pes e PARU RENT cute 2 11 Meter Testms ee Ree tau mt i Table 4 Meter Testin a do dd Chapter 5 CASH MANAGEMENT Sot Machine Change Fund io open iseneiita ls 5 1 Table 5 1 52 Table 5 2 5 3 5 4 5 5 5 6 Establishing and Operating Slot Machine Change Funds Initial Hopper Fills Initial Hopper Fills Machines Requiring Other Than Initial Hopper Fills eee Machines Temporarily Removed From Service for Maintenance Slot Machine Cash Collection eee ee eene nhnnee etes ee nennen nan Reconciliation Procedures 15 15 15 17 17 17 18 18 18 19 19 20 20 21 21 21 22 22 22 23 23 24 25 25 23 25 26 26 27 27 28 5c Gash Variances II A A IA EA 5 8 SO and SM Transaction Data occccccnnonnnunicocccnno
27. information copy to MAJCOM SV 2 9 5 Records the number of loose coins found in a slot machine When opening any machine the maintenance technician checks for loose coins on the floor of the machine or any stuck in and above the coin mechanism or comparator Before maintenance begins the IO witnesses the counting of loose coins ensures the loose coins are dropped into the cash box drop chute and records the number of loose coins on AFSVA Form 269 2 9 6 Observes the slot machine when it is open for maintenance and when coins are in the machine When the IO cannot observe an open machine or when maintenance or cash collection is complete the IO ensures machines and stand doors are locked During operating hours the IO opens only one machine at a time If more than one machine is open to facilitate maintenance the IO must provide and maintain adequate surveillance of all opened machines During non operating hours if the game room is secured against unauthorized entry the only restriction on the number of machines opened is the protection of cash in the hoppers The IO determines the number of machines to be opened and adequately protected by considering the number of technicians working and their span of control 2 10 Maintenance Technician The maintenance technicians are NAF employees responsible for main taining electro mechanical and electronic slot machines The maintenance technician 2 10 1 Repairs malfunctioning machines and report
28. ions assistant bartender or other responsible position The game room attendant 2 13 1 Releases the jackpot on machines not configured for automatic drop of the top award Asks the customer to clear the top award from the machine after the release and payment of the top award 2 13 2 Obtains the activity s LMD key if required and be present during maintenance shift The attendant signs for these keys on AF Form 2432 at the beginning and end of each shift 2 13 3 Records malfunction payments on AFSVA Form 262A and AF Form 1401 as appropriate and pays the customers 2 13 4 Places malfunctioning machines Out of Order if maintenance technicians and IOs are not available 2 13 5 Notifies the activity manager and the RMFC of suspected tampering or suspicious acts involving any machine 2 13 6 Notifies the activity manager of players physically abusing the machines 2 13 7 Signs for and turns in the change fund at the beginning and end of each shift using AF Form 1401 2 13 8 Signs for and turns in unused controlled forms to the activity manager or designee at the end of each shift Chapter 3 OPERATING PROCEDURES 3 1 Background Checks The IO maintenance technician and slot machine game room cashier require a preemployment national agency check NAC or local agency check LAC or equivalent Other positions are included if deemed appropriate by the activity manager NAF AO or SV commander or director The NAC is
29. itional coins are played these coins are diverted to the hopper until a preset level is reattained The actual coin count in the hoppers may vary with each play If necessary the coins in the hopper 26 can be verified for a specific period by reconciling meter reading for Coins in Coins out and Cash box plus SM transactions and hopper empties and fills 5 3 4 The main cashier may issue a supplemental game room operating fund from the slot machine change fund to the game room cashiers or attendants to provide coins for play and to allow the cashier or attendant to make malfunction payments according to the appropriate procedures 5 3 5 The NAF AO uses AFSVA Form 262A AF Forms 1401 and 2557 as documentation to support replenishment of the slot machine change fund at least monthly Accomplish change fund replenish ment using AF Form 2539 attach the original AF Forms 1401 and 2557 and AFSVA 262A to the request Deposit cash overages 5 4 Machines Temporarily Removed From Service for Maintenance When a machine is turned off for more than 3 days or removed from service to the maintenance facility coins must be turned in to the IO Use AF Form 2557 to record the turn in Use a 2F code to document the SM transaction An IO is present during hopper fills and when coins are removed from the hopper A maintenance technician is present during hopper fills and ensures proper machine operation after the hopper fill and completes the AFSVA Form 269
30. ive action as required Answers inquiries from HQ AFSVA SVPCA within five workdays after receipt Reviews malfunction payments for unusual activity of any machine game room attendant or cus tomer Arranges for another mechanical coin counter when the coin counter is not working properly Records shortages caused by foreign coins If a particular type of coin causes significant losses or appears frequently forwards several coins and reports the problem through the MAJCOM SV to HQ AFSVA SVPCA Inventories all slot machines keys and spare locks on 1 October in conjunction with the annual requirement for the Slot Machine Program Status Report RCS HAF SV A 9499 Briefs each IO outlining duties and responsibilities Prepares a list of NAF AO personnel restricted from playing slot machines and forwards it to all activities operating slot machines Keeps a current copy in the LOF file Reports any unusual incident involving slot machine equipment keys locks or money regardless of dollar value to the MAJCOM and HQ AFSVA SVPCA Table 2 1 Slot Machine Key and Lock Accountability responsibility for machines keys and spare locks The RMFC by and provides 1 signs for machines keys and completing AF Form 1297 the original to HQ AFSVA SVPCA spare locks and a copy to the LOF file 2 transfers machines keys or completing AF Form 1297 the original to the RMFC and a copy locks to activity ma
31. lecting and replacing the cash boxes and counting coins 2 11 6 Coordinates with the MSFC and RMFC developing work schedules for maintenance techni cians and IOs 2 11 7 Prepares a list of activity personnel restricted from playing machines in the activity and for wards a copy to the RMFC for filing in the LOF file Files a copy at the activity and at the cashier sta tion handling slot machine section transactions 2 11 8 Maintains a separate LOF file for the activity s slot machine program 2 12 Activity Cashier Activity cashier s perform the duties outlined in Table 2 3 using AF Forms 1401 2539 NAF Reimbursement Request and 2557 and AFSVA Form 262A 12 Table 2 3 Activity Cashier Duties The activity cashier 1 balances the slot machine change fund using AF Forms 1401 2539 and 2557 and AFSVA Form 262A 2 provides the RMFC all voided copies of issues in numerical sequence or otherwise pro AF Form 1401 and AFSVA Form 262A vides an explanation to the RMFC using processes malfunction payments on processes hopper fills on AF Form 1401 ensures an adequate number of coins are available N A in the change fund to make hopper fills and pro vide coins to customer 2 13 Game Room Attendant Use game room attendants in activities with numerous slot machines and very active play Smaller activities may wish to combine the position with the game room cashier oper at
32. moval of the coins from the hopper is optional in such instances 6 1 4 Ensure the main power to the machine is left on even when a subassembly has been removed to keep the alarms active If the main power is turned off remove coins from the hopper and cash box if the area with the machine is unoccupied by slot machine personnel or if an intrusion alarm cannot be activated during nonduty hours 6 1 5 The maintenance technician annotates all maintenance work by machine number on AFSVA Form 269 and submits the log to the NAF AO daily 6 1 6 The maintenance technician gives the information to the IO who completes the paper work and takes it to the NAF accounting office The maintenance technician will make sure areas contain ing machines spare parts and tools are secured when unattended The IO is not required when main tenance is to be performed in the maintenance facility The machines are unlocked while in the maintenance facility Before placing a repaired machine back in operation the IO annotate changes in meter readings on the machine maintenance log Report only meter readings that change Cite old reading new reading and the door code for each meter change 6 1 7 The maintenance technician keeps a record of the major component parts of the slot machines under maintenance in order to distinguish these parts from bench stock Machines should be kept under maintenance in a secure area and their major component parts in a secure con
33. n of the IO 8 At end of shift the keys turned in by the IO are inventoried by both the IO and activity employee and secured in the key container s 9 The activity employee prints his or her name on line 1 and signs on line 2 in AF Form 2432 the IN column and 10 The IO ensures the activity employee signs the form prior to departing the activity and 11 On return of the key container s to the office of responsibility the IO ensures the receiving employee signs for the key container s and 4 5 LOF File The RMFC reviews the LOF file annually to ensure it contains the following documents if applicable for each slot machine and that they are retained for a minimum of 2 years 4 5 1 Transfer Documents AF Form 145 Certificate of Destruction of Material AF Form 1297 e AF Form 2534 NAF Property Disposal Transfer Receipt 4 5 2 Documentation of waivers to current directives 4 5 3 Letters of authorization for the change fund and change fund limitation 4 5 4 Listings e Personnel prohibited from playing the slot machines e Names of IOs authorized access to the IO key containers and the keys the IOs use e Names of maintenance technicians authorized to use the activity s slot machine maintenance keys 20 4 5 5 Written designation and approval for the location for the IO key container s and for the spare locks and keys 4 5 6 AF Form 2557 for the change fund 4 5 7 AF Form 1401 for
34. nagers to the activity manager 3 stores spare keys and locks storing in a container separate N A from service keys with a copy of AF Form 1297 4 requests replacement locks and preparing and forwardinga a copy to the LOF file keys letter to HQ AFSVA through the MAJCOM SV 5 when incoming assumes completing AF Form 1297 the original to HQ AFSVA SVPCA and a copy to the LOF file and both RMFCSs 2 8 Slot Machine Accounting Technician e Analyzes and summarizes financial data e Maintains and validates program records for cash collection e Prepares and transmits point of entry POE data using AF Forms 1401 NAF Petty Cash Refund Voucher and 2557 NAF Cash Receipt Voucher and AFSVA Forms 262A Slot Machine Malfunction Payment Log 268 Slot Machine Collection Report and 269 Slot Maintenance Log Table 2 2 Table 2 2 outlines how the forms are used On bases using ITS the slot accounting technician is responsible for operation of the system and transmission of ITS data to HQ AFSVA SVPCA Table 2 2 Accounting Technician Forms Form s received by the accounting technician 1 AF Forms 1401 and 2557 and each normal duty day from each activity AFSVA Form 262A are 2 AFSVA Form 269 is each normal duty day from the maintenance section 3 AFSVA Form 268 is on days of cash collection 2 9 IO The IO provides independent observation and verification of proper slot machine procedures The IO m
35. nononaninacccncnnononenanacncncnnononananicccccnnnnonns Chapter 6 SLOT MACHINE MAINTENANCE BL Maintenance ECO ao as Le lo 6 2 E cnr C Er 6 3 Mane ANGE Pac it pelea eiue a pe La aM added 6 4 Sp re Parts IBVellory S Su Side e da RR ER s 6 5 Technical Problems nui di ia 6 0 Borms Prescribed ads Attachment 1 GLOSSARY OF REFERENCES ABBREVIATIONS ACRONYMS AND TERMS 29 29 31 31 31 32 32 33 33 34 Chapter 1 OVERVIEW 1 1 Slot Machine Program The slot machine program e Provides a source of entertainment and recreation in a controlled environment where those who choose to play slot machines may do so e Generates revenues for capital improvements and entertainment programs for morale welfare and recreation elements of Services SV activities 1 2 Locations Slot machines are authorized overseas in clubs officers enlisted and consolidated or collocated recreation lounges activities at remote sites rod and gun clubs bowling centers and golf clubhouses where not prohibited by United States law foreign law Status of Forces Agreement or other country to country agreements 1 3 Participants 1 3 1 All categories of personnel authorized patronage privileges in the facility involved in AFI 34 101 Services Programs and Use Eligibility attachment 1 may participate in the slot machine pro gram Participants must be at least 18 years of age unless specified otherwise both to play or to
36. or an extended period of time The maintenance technician or club representative and IO use a 2F and a 2D code to document the transaction Change the annex number to reflect the machine s storage status e g W51 to W59 X52 to X59 etc The number 59 indi cates the machine is in storage Inventory machines in storage status locally at least biweekly to reduce the threat of vandalism or theft of the slot machines The cashier removes the appropriate AF Form 1401 from the activity file and adjusts the change fund to reflect the decreased amount If any of these machines are brought back on line the cashier must accomplish an initial hopper fill transaction 4 11 Meter Testing Meter testing is accomplished with or without coins The test methods are in Table 4 7 23 Table 4 7 Meter Testing Type of test Action Meter testing without coins 1 Before the test begins record meter AFSVA Form 269 readings in the Old Meter Reading block on 2 Record the meter readings after test in the New Meter Reading block of on Meter testing with coins First method Maintenance technician obtains coins AFSVA Form 262A 5 00 or less from the cashier on 2 Does the test in the presence of the IO N A 3 Turns in all remaining coins including AF Form 2557 winnings to the cashier on 4 Records meter readings to track sus AFSVA Form 269 pected meter failures on 5 Records th
37. ovides separate container s for different activ ities prepares a list of keys in the container s and tapes it to the inside of the container s N A issues the key container s to the office responsi ble for securing the container s by AF Form 1297 for each key container makes disposition of AF Form 1297 by original to the LOF file and copy to the office securing the container s 4 3 Activity Key Control Table 4 3 Table 4 3 provides guidance on activity key control 18 Table 4 3 Activity Key Control Action completes 1 Activity manager receives activity keys LMD LSD and CBL from the RMFC and keeps the keys in a locked container safe or locker when not in use and AF Form 1297 2 Activity manager or designee issues keys within the activity IAW 2a 2b and 2c below and requires the person signing out the keys to print his or her name on line 1 and signs on line 2 in the out column and AF Form 2432 2a Activity manager or designee issues game keys to the operations assistant game room cashier or game room attendant and 2b Activity manager or designee issues the maintenance door key LMD and meter read key to the on duty maintenance technician Key control proce dures do not allow maintenance personnel access to cash collection keys and 2c Activity manager or designee issues cash collection keys LSD and CBR or maintenance keys LMD to activity
38. per Subassembly in the slot machine holding coins for payment Hopper Empty Term used in hopper fills to mean turn in of the remaining coins in the hopper prior to putting in a standard hopper load Hopper Fill Putting a standard hopper load into an empty hopper Hopper Load A specific number of coins used to fill the hopper The hopper load may vary due to different manufacture model or game personality Also called standard load Intelligent Tracking System Slot machine accounting and management information system consisting of computer software which is used in conjunction with hand held data collection terminals 35 and bar code technology to collect process and report slot machine play cash collection and maintenance activity Jackpot See Top Award Payout Schedule Display showing the number of coins players receive for the various winning combinations Standard Load See hopper load Soft Tilt A temporary malfunction that does not require a maintenance technician to reset A soft tilt will clear within 60 seconds Tilt Code Numbers and symbols displayed on the Win Meter to identify various malfunctions Top Award The highest payoff with the maximum coins played Win Meter Displays malfunction codes or the number of coins paid for a win 36
39. porary Issue Receipt and by following the procedures in Table 2 1 The controlled slot machine keys consist of the following keys Upper Machine Door UMD Lower Machine Door LMD Upper Stand Door USD Lower Stand Door LSD Cash Box Release CBR and Cash Box Lid CBL If appropriate locks for bill validators are keyed with the same USD LSD CBR and CBL locks within each activity to reduce the number of keys required to operate and maintain the slot machines Controls and issues game key for each slot machine game keys are the Meter Read and Jackpot Reset Keys that come with each slot machine Submits slot operation SO and slot maintenance SM transaction data Slot Machine Point of Entry POE Report RCS HAF SV TW 94101 to HQ AFSVA SVPCA the first work day following a cash collection except for the end of month EOM report Transmits the End of Month Slot Machine POE Report RCS HAF SV TW 94101 by the third workday following the EOM with the last day of the month as the transaction date Bases using the Intelligent Track ing System ITS slot accounting and management system which replaces the POE system sub mit data files weekly Note The Slot Machine POE Report is designated emergency status code D immediately discontinue reporting data requirements during emergency conditions Reviews slot machine weekly activity reports received from HQ AFSVA SVPCA which summa rize slot machine operation taking appropriate correct
40. r points and maximum inventory levels is a key area to inventory control Factors to consider are usage delivery time supplier reliability and future maintenance plans These factors vary markedly between bases and have a significant effect on requisitioning objectives 6 4 2 3 The supervisor or lead technician ensures quarterly physical inventories of are observed and verified by someone familiar with inventory procedures but not assigned to the part s function Ensure the physical inventory is compared to the running count and any differences annotated with an explanation in a memorandum attached to the inventory sheets Ensure significant short ages are investigated by the RMFC or designee Maintain the original record of the inventory in the NAF AO and retain a copy in the maintenance shop For items without a dollar value for inventory purposes id them with an NV suffix to the part number example 78329485NV 6 4 2 4 Ensure the inventory records for Category B items contain the following minimum infor mation e Reorder Point e Maximum Stock Level Stock Number 32 e Description e Issue Quantity On Hand 6 4 2 5 The inventory records for Category B items may also include Shipping Cost or Discounts e Quantity on Order e Source Substitute Item 6 4 3 Category C items include all other parts costing less than 15 00 and are considered to be non accountable bench stock parts This category also includes uniq
41. read meters and reset jackpots After assuming responsibility for e Machine denomination e Standard hopper load Game personality code 4 1 4 2 This report is designated emergency status code D immediately discontinue reporting data requirements during emergency conditions 4 1 5 If the AF property tag becomes obliterated dislodged or lost the RMFC forwards a request to HQ AFSVA SVPCA for a replacement tag Identify the complete AF machine number and the num ber of property tags required 4 1 6 The RMFC receipts for all slot machines on AF Form 1297 The RMFC assigns a local prop erty number to each machine for inventory purposes The local number differs from the AF assigned number The AF property number appears in the description field on the local property records Local property numbers must not detract from the appearance of the machine control of slot machine keys the RMFC follows the guidance in Table 4 2 Table 4 2 Financial Section Key Control The RMFC completing or providing 1 issues activity cash collection LSD AND CBL and maintenance LMD keys to the activity manager by AF Form 1297 listing keys by number and quan tity and is signed by the activity manager 2 makes disposition of AF Form 1297 by original to the LOF file and a copy to the activity places cash collection USD AND CBR and maintenance UMD keys used by the IO in sep arate key container s pr
42. rvices Agency AO Accounting Office CBL Cash Box Lid CBR Cash Box Release CC Commander EOM End of Month GS General Schedule HQ AFSVA Headquarters Air Force Services Agency HQ USAF Headquarters United States Air Force TA W In Accordance With IO Independent Observer ITS Intelligent Tracking System LAC Local Agency Check LMD Lower Machine Door LN Local National LOF Life of the Fund 34 LSD lower stand door MAJCOM Major Air Command MSFC Membership Support Flight Chief MWR Morale Welfare Recreation NAC National Agency Check NAF Nonappropriated Fund POE Point of Entry RMFC Resource Management Flight Chief SM Slot Maintenance SO slot operations SV Services SVF Directorate of Financial Management and Comptroller SVP Directorate of Program SVPCA Directorate of Programs Central Programs Division Amusement Branch UMD Upper Machine Door US United States USD Upper Stand Door Terms Cash Box Metal Container in the machine stand where coins are collected Cash Collection Periodic collection of coins from the cash boxes Formerly known as harvest Coin Jam Malfunction caused by a coin s stuck in the coin track or hopper Door Code See function code Function Code The function code identifies what actions were taken It replaces the door code Hard Tilt A malfunction requiring a reset by a maintenance technician Harvest See cash collection Hop
43. s instances of suspected tampering or abuse dis covered during such repair 2 10 2 Maintains AFSVA Form 271 Slot Machine Maintenance Record for each machine Pro vides a summary analysis of actions performed on any machine including all coin jams and machine resets The two most current forms remain with the slot machine and all other completed forms are removed to the maintenance facility for filing 2 10 3 Establishes a preventive maintenance schedule for each slot machine Posts computer print out acceptable and accomplishes the preventive maintenance according to the manufacturer s specifi cations MAJCOM SV instructions or a locally devised schedule based on local environmental conditions Develops a system to track and display the status of each machine 2 10 4 Observes safety procedures when maintaining slot machine equipment in the gaming area and slot maintenance facility 2 10 5 Ensures spare parts are available for repair Develops and maintains procedures to restock bench stock parts and the spare parts inventory based on normal usage and estimated restocking time 11 2 10 6 Coordinates with activity managers the MSFC and the RMFC prior to installation move ment destruction etc of slot machines or associated equipment 2 10 7 Establishes a training program to enhance the skill and knowledge of maintenance employees 2 10 8 Ensures availability of adequate test equipment and tools to maintain and repair slo
44. sh collection procedures secure the game room s The IO and an activity representative record and verify all slot machine meter readings The meters in sequence are Coins In Coins Out Coins to Cash Box and Top Awards Bases with bill acceptors must implement a local method to document and convert bills collected to number of coins and include the total in the current system of cash collection reporting 5 5 2 1 The maintenance technician or club representative opens the stand doors and releases the cash boxes Acceptable procedures are listed below e Open all stand doors Release each cash box and place the cash boxes in a line near the coin counter in the order they will be counted Verify the order against the AFSVA Form 268 Replace each cash box after counting and recording on AFSVA Form 268 and secure the stand door or replace the empty cash boxes after counting all the cash boxes altogether and secure the stand doors or 27 Open one stand door and remove the cash box Return the cash box after the count and secure the stand door Proceed to the next stand door and repeat the process or e When the game area cannot be secured transport the cash boxes to a secure area or room to be counted 5 5 2 2 Use a separate AFSVA Form 268 for each denomination Bases or sites with 15 or less machines may combine coin denominations on one report The IO signs for the forms before going to the activity to witness the collection of coins
45. t machine equipment 2 10 9 Keeps the maintenance facility neat and in conformance with AF Occupational Safety and Health standards 2 10 10 Performs technical administrative functions 2 10 11 Documents and prepares maintenance transactions daily on AFSVA Form 269 Forwards the original to the NAF AO daily and files copies in the maintenance facility for a minimum of 30 days the NAF AO issues the form On bases using the ITS system ensures data collected with electronic hand held data collection device is uploaded into the ITS desktop software 2 10 12 Safeguards the slot machine maintenance keys when temporary possession is authorized by the activity manager 2 11 Activity Manager The activity manager 2 11 1 Ensures prescribed internal controls and operational procedures are followed by all activity personnel involved with slot machines operations 2 11 2 Maintains custody and control of LMD LSD and CBL keys and game operational keys for each machine in the activity A change in activity managers requires a new AF Form 1297 for the slot machines and keys used in the activity 2 11 3 Establishes written key control procedures for issue and turn in of slot machine keys 2 11 4 Establishes written procedures for reporting slot machine keys stolen lost or involved in an unusual incident 2 11 5 Establishes all cash handling requirements for slot machine operations This includes filling and emptying the hopper col
46. t machine rules and operational policies at con spicuous locations throughout the game room or slot machine area As a minimum signs must contain e Player eligibility this sign must be in English and in the language of the host country e Operating hours of game room or game area Penalties for using slugs or foreign coins in slot machines 3 8 Security and Machine Placement 3 8 1 Activity managers place slot machines in a separate room when participation size and space permit If this is not possible place machines in another area such as a lounge not frequented by 15 minors Do not place machines in foyers entryways and hallways due to undesirable exposure to minors Exceptions must be approved by the MAJCOM SV 3 8 2 Machines must be bolted to their stands Stands must be bolted together on the side or backs Three or less machines with stands must be bolted to the floor or wall Electrical power must be on dedicated circuits for slot machines only 3 8 3 Activity managers must contact the security police resource protection section for assistance in determining the need for Intrusion Detection Equipment or other physical security items for the slot machine area or game room Place a copy of the security police report in the activity continuity folder 16 Chapter 4 OPERATING CONTROLS 4 1 Initial Installation The initial installation of slot machines is authorized according to the follow ing guidance
47. tainer 6 2 Training Each base establishes a comprehensive training program to train new technicians e Recommend a minimum of 80 hours of training before placing the maintenance technician on a work schedule alone e Training may be accomplished through a locally devised on the job training program training programs provided by the MAJCOM SV or formal training courses arranged with the slot machine equipment manufacturer e Document all education and training on an individual s AF Form 971 Supervisor s Employee Brief 31 6 3 Maintenance Facility An adequate maintenance facility is required to perform maintenance Locate the facility at or near the activity with most machines Ensure the facility has floor space ventila tion heating lighting electrical outlets and is securable Ensure cabinets and shelving are available to secure spare parts Store high value and sensitive items in a secured cabinet or area within the facility Proper tools and test equipment recommended by manufacturer should be used to avoid damaging the machines Secure the facility when not occupied 6 4 Spare Parts Inventory Slot machine parts are divided into three separate categories A B or C Category A spare parts are recorded as inventory in general ledger account code 164 and are not expensed upon acquisition Category B and Category C are maintained as bench stock parts and are expensed upon acquisition Each category requires different proced
48. tting variances No further action is required if an offsetting variance is noted 5 7 2 After identifying an actual overage or shortage the RMFC informs the activity manager The manager with the assistance of the maintenance technician Reviews the maintenance records e Checks the meter readings Reviews the cash collection procedures Examines the machine with the overage or shortage for malfunctions 5 7 3 If the next activity report shows a continuing overage or shortage the manager observes sev eral consecutive cash collections and takes the following appropriate action s e Corrects any procedural discrepancies e Documents willful misconduct and contacts the RMFC and Office of Special Investigation for further guidance e Proceeds with an inquiry according to AFI 34 202 5 8 SO and SM Transaction Data Submit SO and SM transaction data Slot Machine POE Report RCS HAF SV TW 94101 to HQ AFSVA SVPCA the next workday following the cash collection The servicing NAF AO submits SO and SM data for geographically separated locations within three workdays following the cash collection Transactions for maintenance performed between reporting peri ods must be submitted with the SO data Failure to submit SM transactions for the applicable reporting period causes SO transactions to reject 29 5 8 1 Reporting Requirements MAJCOM SVs may waive in writing the weekly and biweekly reporting requirement for activities when
49. ue slot machine parts springs gears etc 6 5 Technical Problems The world wide focal point for maintenance problems and resolution is HQ AFSVA SVPCA This office provides e Crossfeed of information on maintenance problems and solutions occurring at base level Response to technical questions requiring contact with a specific manufacturer e Coordination through the contracting officer with manufacturers to correct defects in machines e Validation of proposed or suggested solutions to operational or maintenance 6 6 Forms Prescribed This instruction prescribes AFSVA Form 262A Slot Machine Malfunction Payment Log AFSVA Form 268 Slot Machine Collection Report AFSVA Form 269 Slot Mainte nance Log and AFSVA Form 271 Slot Machine Maintenance Record PATRICK O ADAMS Brig General USAF Director of Services 33 Attachment 1 GLOSSARY OF REFERENCES ABBREVIATIONS ACRONYMS AND TERMS References Title 18 United States Code Section 491 Tokens or Paper Used as Money AFPD 34 1 Morale Welfare and Services Programs AFI 34 101 Services Programs and Use Eligibility AFI 34 202 Protecting Nonappropriated Fund Assets AFI 34 209 Nonappropriated Fund Financial Management and Accounting AFMAN 34 212 Control Procedures for Protecting NAF Assets Abbreviations and Acronyms ACC Air Combat Command AF Air Force AFI Air Force Instruction AFMANC Air Force Manual AFPD Air Force Policy Directive AFSVA Air Force Se
50. ures for maintaining control and accountability A description of each category and the required accounting and inventory procedures are provided as follows 6 4 1 Category A items include high value parts costing 50 00 or more exclude slot machine glass and sensitive parts including programmed Erasable Programmable Read Only Memory and circuit boards regardless of cost Establish a decentralized storeroom for all parts and assemblies in Cate gory A The maintenance facility may be used as a decentralized storeroom Ensure all Category A items are clearly marked and segregated from Category B and C items 6 4 2 Category B items are parts costing 15 00 up to and including 49 99 and are considered accountable bench stock parts The supervising technician or lead technician establishes accountabil ity of these parts by developing and scheduling physical inventories tracking of issues and receipts and establishing requisitioning objectives Basic requirements for each item are 6 4 2 1 The supervisory or lead technician establishes a system for documenting receipts incom ing parts and issues daily use and posting these to a physical inventory record Use either a per sonal computer based stock record or paper bin card system to control bench stock Ensure the system used keeps a running count of the current stock level of accountable parts and is used to determine reorder points 6 4 2 2 Establishing requisitioning objectives reorde
51. ust be present whenever the activity manager or designee collects cash or when the maintenance technician opens a machine or stand in the operational area NAF AO personnel e g slot machine accounting clerk etc may act as IO on a periodic basis or assigned military or GS civilian employees may be assigned such duty when the installation commander deems it in the best interest of maintaining executive control of slot machine operations 10 2 9 1 Monitors all functions associated with the cash collection from the slot machines including signing for AFSVA Form 268 recording meter readings and witnessing the removal and counting of coins Completes AFSVA Form 268 and ensures signatures of responsible personnel are obtained 2 9 2 Observes and verifies the emptying and filling of hoppers changing of locks and keys and per formance of maintenance in the operating area 2 9 3 Obtains the key containers from the designated office signing AF Form 2432 Key Issue Log Signs AF Form 2432 for the IO keys at the activity which opens the key container Maintains total security over the keys at all times At the end the shift the IO secures the keys in the container prior to returning them to the designated office 2 9 4 Reports theft or loss or any unusual incident involving slot machine equipment key contain ers keys locks or monies to the activity manager and RMFC The RMFC immediately reports any incidents to HQ AFSV A SVP with an
52. ves usable parts from the machine N A 7 The maintenance technician removes the manufacturer s tag and AFSVA property tag from the machine and cash boxes 8 The maintenance technician destroys the machine in the presence of an AF Form 145 observer appointed by the installation commander within 90 days of approval 9 The RMFC and maintenance technician complete and sign AF Form 145 10 The RMFC mails the tags and the original AF Form 145 to HQ AFSVA N A SVP 11 The RMFC places a copy of the form in the LOF file 12 The RMFC ensures the status report is annotated to indicate disposition 4 8 Slot Machine Modification Modification or alteration of slot machines requires advance approval of HQ AFSVA SVP The RMFC 4 9 Slot Machine Denomination Change Provides sufficient detail to permit evaluation of any proposed modification describes the poten tial benefits and forwards it through the MAJCOM SV to HQ AFSVA SVP outlined in AF slot machine field service bulletins e Notifies HQ AFSVA SVPCA with an info copy to MAJCOM SV tion and annotates the status report to reflect the change lowing information AF property number of the slot machine Annex number e Current denomination to new denomination 22 Ensures installation of modified game kits HQ AFSVA SVPCA develops and other modifications upon game change comple Slot machine denomination changes require advance approval from HQ AFSVA SVP The

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