REPORT DIGEST

DEPARTMENT OF THE LOTTERY

FINANCIAL AND COMPLIANCE AUDIT
For the Year Ended:
June 30, 1999

 

Summary of Findings:

Total this audit                  3
Total last audit                  4
Repeated from last audit   0

 

Release Date:
February 16, 2000

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State of Illinois
Office of the Auditor General
WILLIAM G. HOLLAND
AUDITOR GENERAL

To obtain a copy of the Report contact:
Office of the Auditor General
Attn: Records Manager
Iles Park Plaza
740 E. Ash Street
Springfield, IL 62703
(217) 782-6046 or TDD (217) 524-4646

This Report Digest is also available on
the worldwide web at
http://www.state.il.us/auditor









SYNOPSIS

 

  • The Department of the Lottery did not conduct required additional audits of new agents who had errors during their first four weeks on-line.
  • The Subscription Unit was not adequately controlling and documenting subscriptions received for Lotto and Little Lotto games.




















{Expenditures and Activity Measures are summarized on the next page.}

 









DEPARTMENT OF THE LOTTERY
COMPLIANCE AUDIT
For The Year Ended June 30, 1999


EXPENDITURE STATISTICS

1999

1998

Total Expenses (All Funds)

$976,338,693

$1,006,692,518

OPERATIONS
   % of Total Expenses
COMMISSIONS AND FEES
   % of Total Expenses
PRIZES
   % of Total Expenses

  • Total Operating Revenues
       Ticket Sales
       Unclaimed Prizes
       Other Operating Revenues
  • Net Operating Income
  • Cost of Property and Equipment
  •  

    $65,183,184
    6.7%
    $98,447,260
    $10.1%
    $812,708,249
    83.2%

    $1,501,148,077
    1,474,209,059
    24,771,633
    2,167,385
    $524,809,384
    $5,012,051

    $59,526,895
    5.9%
    $104,822,474
    $10.4%
    $842,343,149
    83.7%

    $1,541,738,106
    1,516,610,882
    23,186,360
    1,940,864
    $535,045,588
    $4,822,373

         
    SELECTED ACTIVITY MEASURES

    1999

    1998

  • Non Operating Income - Interest
  • Net Income
  • Operating Transfers To Common School Fund
  •  

    $901,581
    $6,335,897
    $519,375,068

    $1,348,344
    $1,951,760
    $534,442,172

     
    AGENCY DIRECTOR(S)

    During Audit Period: Lori Montana
    Currently: Lori Montana




























    Three of 10 new agents tested should have been audited for an additional four weeks


























    The Subscription Unit is not adequately controlling and documenting subscriptions received. We noted one subscriber received 52 drawings for the price of 26




















    FINDINGS, CONCLUSIONS, AND
    RECOMMENDATIONS

    REQUIRED AUDITS OF AGENTS NOT CONDUCTED

    The Lottery did not always follow its established procedures when conducting audits of new agents. Department procedures require all new agents to be audited for the first four weeks they are on-line. New agents with errors in any two of the first four weeks are to be audited for an additional four weeks. Audits consist of Department personnel reviewing the agents’ settlement envelopes upon receipt at the Central Office. Three of 10 new agents tested had errors and should have been audited for another four weeks but were not. Further, there were eight occurrences where the agent’s settlement package contained an error but the package was filed without further examination. (Finding No. 2, page 14)

    We recommended that additional audits be performed as required and that errors be resolved before the settlement package is placed in storage.

    Lottery officials concurred with our recommendation, stating they would review procedures. However, they stated that as computer technology has increased in recent years, the impact of errors found in agent settlement packages has significantly decreased, and they will determine whether to revise or discontinue the settlement process altogether.

    CONTROL WEAKNESS IN THE SUBSCRIPTION UNIT

    The Subscription Unit was not adequately controlling and documenting subscriptions received. The Lottery subscription sales plan provides for advance sale of subscriptions for Lotto and Little Lotto games. Discounts are awarded to participants who renew within the required timeframe. About 100 subscription checks are received a day and subscription sales for fiscal year 1999 amounted to over $3.4 million.

    We found that subscription renewal forms were not properly completed in that several lacked the amount of the subscription or the wrong amount had been entered on the renewal form. Payments for multiple subscriptions or payments made with multiple checks were not adequately documented. Batch control procedures were not being properly completed, and data entered into the computer system was not being checked for accuracy. We noted one sale which resulted in a subscriber receiving 52 drawings for the price of 26 drawings. (Finding No. 3, pages 15-16)

    We recommended the Subscription Unit maintain adequate documentation and adhere to established control procedures.

    Lottery officials concurred with this recommendation and agreed to make the necessary adjustments.

    OTHER FINDINGS

    The remaining finding dealt with lack of segregation of duties within the Department’s property and equipment area. We will review progress toward implementation of all recommendations in our next compliance audit.

    AUDITORS’ OPINION

    Our auditors stated the Department of Lottery’s financial statements as of June 30, 1999 were fairly presented in all material respects.

     

    ____________________________________
    WILLIAM G. HOLLAND, Auditor General

     

    WGH:KMC:pp

    SPECIAL ASSISTANT ADUITORS

    Our special assistant auditors for this audit were Martin & Shadid, CPAs.