Gaming Employee RegistrationOnline Application

Process/Employee Registration Compliance

Intro to Employee Registration• Housed within Enforcement Division

• Took over process of gaming employee registration 1/1/2004

• Team of 15 employees supporting entire state

• Operates 24/7/365

• Processes approx. 3,000 transactions per month

• Help Desk phone: (702) 486-3340

What’s New?

• Specific order for completing registration steps

• ERU system e-mails applicant Fingerprint Authorization Form

• Prepopulated Fingerprint Authorization Form generated by system and sent to applicant

• Applicant must PRINT Fingerprint Authorization Form and take to fingerprinting site (as of 12/6/16)

• Convenience fee decreased from $1.75 to $1.25

What’s Coming Next? (Spring 2017)

• More modern system design and updated look and feel

• Consistent branding with NGCB public website

• No more group codes – ability to assign individual work locations at time of registration

• System will e-mail applicant worksheet when header is created

• Clearer status labels

Statutes and Regs Review

• NRS 463.0157: Gaming Employee Defined

• NRS 463.335: Gaming employee registration required; System of Records; Background investigations/objections; hearing procedures

• Gaming Regulation 5• Duties of licensee/procedures

• Hire and termination reports of gaming employees

• Photo requirements

Monthly Hire Reports Reg. 5.105(11)

• For all registered gaming or club venue employees hired during a calendar month

• Fax to (702) 486-2591 or mail to:

Attention: ERU

555 E. Washington Ave., Ste. 2600, Las Vegas, NV 89101

• Due by 15th of following month

• One report per licensee and/or club venue

Hire Reports (cont.)

• Required information:• Name

• Full SSN

• Position Title

• Date of Hire

Separate hire report required for each club venue; separate from casino hire report.

Photo Requirements – Reg. 5.105(13)

13. Each licensee must maintain a photo of every gaming

employee employed by the licensee. The licensee shall

maintain the photo for a period of no less than 5 years after

the date in which the gaming employee is no longer

employed by the licensee as a gaming employee. The

photo must be large enough and of sufficient clarity to be

able to clearly identify the gaming employee from the photo.

The photo may be in the form of a photograph or it may be

digitally stored, but it must be capable of being reproduced

and provided at the request of the board.

Club Venues: Gaming Regulation 5.3005.300 Applicability.

1. Sections 5.300 through 5.380 shall only apply to club venues which:

(a) Serve alcohol from at least one bar which is not portable;

(b) Have at least one designated area where patrons are permitted to dance; and

(c) Charge an admission fee or cover charge.

2. The chairman, or his designee, may, in his sole and absolute discretion, designate additional club venues to which sections 5.300 through 5.380 shall apply.

3. The chairman, or his designee, may, in his sole and absolute discretion, limit the application of sections 5.300 through 5.380 with regard to club venues:

(a) Operating primarily as showrooms, theaters, concert venues, or interactive entertainment centers or

(b) Hosting short-term events conducted by a licensee or club venue operator in conjunction with a convention, corporate, or charitable event.

Club Venues: Gaming Regulation 5.3205.320 Registration of club venue employees.

1. When not in conflict with this section, the gaming employee provisions of

NRS 463.335 through 463.337, inclusive, and Regulations 5.100 through

5.109, inclusive, shall apply to persons required to register in the same manner

as gaming employees pursuant to this section.

2. All supervisors, managers, security and surveillance personnel, servers,

server assistants, bussers, restroom attendants, and any person who provides

hosting or VIP services employed or contracted to work at a club venue by a

licensee or club venue operator shall register in the same manner as gaming

employees and shall be considered gaming employees because such

registration is necessary to promote the public policy set forth in Nevada

Revised Statute 463.0129.

Club Venues: Regulation 5.320 (cont.)3. Employees of a club venue operator who have access to the board’s system of records for the

purpose of processing the registrations required by this section shall register in the same manner

as gaming employees and shall be considered gaming employees because such registration is

necessary to promote the public policy set forth in Nevada Revised Statute 463.0129.

4. The licensee or club venue operator which operates a club venue shall be responsible for

compliance with the registered gaming employee requirements for persons employed or contracted

to work at the club venue.

5. This section shall have the following effective dates:

(a) April 1, 2016, for employees who have access to the board’s system of records;

(b) May 1, 2016, for supervisors and managers;

(c) May 1, 2016, for any person who provides hosting or VIP services;

(d) July 1, 2016, for security and surveillance personnel;

(e) October 1, 2016, for servers, server assistants, and bussers; and

(f) November 1, 2016, for restroom attendants.

→Applications for registrations required pursuant to this section shall not be submitted to the board

more than 60 days prior to the effective date applicable to the applications for registrations.

Club Venue Employee Registrations

• Will utilize online registration system

• Will be processed by registered club venue or licensee HR employees with administrator logins

• Compliance will be monitored by the Employee Registration Unit (ERU)

• Direct questions to ERU Help Desk 24/7 at (702) 486-3340

HR Process: https://gcbger.nv.gov/ger

• Applicant Search: The first step!

• Register a new applicant

• Existing applicant: Change of location, Renewal, or Change of name

• Submit applications to GCB

Employee Registration Steps

1. Complete online application and pay online*

2. Once paid online, ERU system will send applicant Fingerprint Authorization Form (if new or renewal application) – Print out form and proceed to get fingerprints done

*If unable to pay online, applicant must return to HR to pick up Fingerprint Authorization Form after completing online app.

Registering a new applicant:

Applicant Search Screen: *name search option removed 3/2016*

New Applicant Button

Create Header Record

Print Worksheet

Applicant Worksheet

Existing Applicant: Applicant Search Results

Click on “View Locations” to see registered locations

For an existing applicant: choose an option then “Continue”

Note on Change of Name

• Change of Name does NOT update work location or expiration date

• Enter the applicant’s new name in the header and click “Save”

• The applicant will still log into the system and update all information

• HR responsible for entering new name, not the applicant

HR Process: Submitting to GCB

• Applicant Management Screen

• Status explanations

• Submit to GCB

• When to mail paperwork to GCB

• “What if?” scenarios

Applicant Management Screen:Choose Filter criteria and hit “Search”

HR Process: Applicant Management Status Definitions

• Complete

• Incomplete

• Obsolete

• Submitted

• Important Note: This screen will NOT update the status to “Object” – you will have to use the Applicant Search function to see this

HR Process: Submitting to GCB

• Access Applicant Management screen and click on applicant’s name

• Verify status is “Complete”

• Enter Fingerprint information (if new or renewal app) and check “Payment Received” (Payment Received will only be applicable if applicant did not pay online)

• Click on “Submit”

• Print receipt for HR records and “card” for applicant

Header shows applicant paid online

Fingerprint Authorization Form document

Enter Fingerprint Info & Click Submit (New/Renewal apps only)

When do I have to mail paperwork to GCB?

• When applicant completes paper application/change of location

• When applicant chooses not to pay online and pays via money order, cashier’s check, or voucher

• When applicant submits a manual fingerprint card with application rather than Fingerprint Authorization Form (this option does not exist in Clark County)

Transaction Receipt: Only send if manual payment or fingerprint card

Online Payment Reminders

• If applicant paid online, entirely paperless process!

• Nothing to mail to NGCB

• HR retains NGCB Fingerprint Authorization Form in employee’s file

• Convenience fee for online payments decreased from $1.75 to $1.25 effective 9/6/16; total for new and renewal applications paid online now $76.25

Can you help us?

• Write in the Applicant ID (“A#”) on the check/money order for any manual payments you mail in

• This ensures the payment is credited to the correct applicant.

HR Transaction Receipt: Applicant copy with card

Print cards for all employees: Click on R# to access card

What if…?• An applicant loses his or her password to get into the

system?• Reset Application in Applicant Management screen and

reprint worksheet

• An applicant completes the online app and needs to go back in?

• Unlock the application from the Applicant Management screen.

• An applicant decides not to take the job?• Withdraw Application in Applicant Management screen

and enter withdraw reasonPlease note: Your property will still be charged for

applicants fingerprinted and withdrawn.

Reset Application Function: from Applicant Management screen

Unlock Application Function

Withdraw Application Function

To Withdraw Application

What if…?• An applicant is in Object status?

• The system will not allow you to create header for this applicant.

• An applicant has two applications in the system at once?

• The system will give an error message that the applicant must finish the pending application first.

• An applicant does not have an SSN?• Call the ERU office and we will issue you a temporary

“900” SSN to process the applicant online.

Timelines/Deadlines

• Registration Expiration: 5 years from submittal by licensee (HR)

• App loaded into GCB database once payment received –for online payments, this is next day!

• Applicant can renew up to 60 days in advance

• GCB has 120 days to complete the background investigation

HR Management Reports

• Pending Applicants Report – valuable compliance tool!

• Registration Expiration

• 30 day, 60 day, 90 day, 120 day, and Extended Range

• Withdrawn Applicants

• For reference for fingerprint billing

Pending Applicants Report

Pending Applicants Report – now includes expiration dates

Registration Expiration Report

Expiration Report – click “Export” to create Excel spreadsheet

Withdrawn Applicants Report

Withdrawn Applicants Report

Online Terminations

• Licensee should enter terminations online as they occur

• Benefits to timely reporting: Maintains an up-to-date list of all gaming employees registered to your location; no need to send paper term reports (monthly hire reports still apply)

Gaming Regulation 5.105 (12)

12. On or before the fifteenth (15th) day of the ensuing month after a calendar quarter, each licensee shall enter a termination date for all gaming employees terminated or separated from service within the preceding quarter into the board's online gaming employee registration system or submit a written report to the board containing the name, social security number, position held, and date of termination or separation of all gaming employees terminated or separated from service within the preceding quarter.”

Employee Terminations

Select Location and Search Employees by Name, SSN, or R#

Select Employee to Terminate by Clicking on Name Link

Enter Termination Date and Click “Submit”

Confirmation Message Appears

Termination Reason for Club Venue Employees

Termination Reason

Click on “Terminations Report” for Report of Terminations Submitted

Enter Date Range and Click “Submit”

Terminations Report

For List of All Registered Employees, Click “Employee Terminations”

Click the “Report” Button (for .pdf format report)

List Appears as a .pdf Document

To Create Registered Employees List in Excel, Click the “Export” Button

Excel Document of all Registered Gaming Employees

Helpful Hints on Terminations• Running Term Reports on the system serves as an

audit tool to ensure all of your terminations were submitted (suggest doing this quarterly; no need to send these in to GCB)

• Running Registered Employees list allows you to “clean up” your list and remove any employees who have left your location (suggest doing this periodically; no need to send to GCB)

Let’s Switch Gears…Applicant Screens

Applicant Screens: https://gcbger.nv.gov/regApp• Navigating through the application

• Buttons on each page

• Save feature

• Ability to print a copy of their application (not to be provided to HR – for the applicant’s records only)

Applicant Screens: Personal Information – for a new applicant

Applicant Screens: Contact Information

Applicant Screens: Work History

Applicant Screens: Arrest History (New Application)

Arrest History (Renewal or Change of Location)

Applicant Screens: Child Support

Applicant Screens: Questionnaire

Questionnaire (cont.) - Applicants must use scroll bar to see these

Applicant Screens: Release

Business License Question –Renewals Only – 1/2014

Business License – Renewals Only – if “Yes” selected

Applicant Screens: Last Step

Complete and Submit to HR

When Applicant Clicks “Submit”

When Applicant Clicks “Logout”

Help Files – on every page!

Existing Applicant – Choose Active Locations *VERY IMPORTANT*

Work History page – Existing Applicant

Online Payment Screens – end of application

Click the “Pay Online” button to continue

Click to agree to payment policy

Click “Accept” to agree to payment policy and move forward with online payment

Enter credit card info and click “Continue”

Transaction Receipt confirms Submission

Questions?

Thank you!