Gaming Compliance Services
Managed AMOE Entry Processing
Weekly mail collection, scanning, information recording, and secure delivery for Alternate Method of Entry (AMOE) submissions.
BCA handles mailed Alternate Method of Entry submissions for businesses that run sweepstakes and similar promotions. This page calls each such business the operator. After the service agreement is signed and the mailing address is approved, BCA collects the mail, identifies the promotion, scans it, records the requested information, and sends a weekly package to the operator.
BCA uses optical character recognition (OCR) software to read typed or clearly printed information from the scanned mail. BCA then places the agreed information in a comma-separated values (CSV) file, a spreadsheet file that opens in programs such as Microsoft Excel. The operator’s official rules govern the promotion. BCA does not decide who is eligible, manage player accounts or gameplay, or select winners.
Basic Weekly Service
What BCA Does Each Week
- Receive mail
- Identify the promotion
- Scan each envelope and submission
- Record the agreed details
- Prepare the CSV spreadsheet file
- Send the weekly package
- Weekly mail collection and identification by promotion
- Scans of each envelope and submission
- Use of OCR software to read the information requested by the operator
- Checks that scans are readable and the requested information is present
- A BCA tracking number for each group of mail and each record
- A CSV spreadsheet file and a list showing which scan belongs to each row
- A list of mail that is unreadable, damaged, incomplete, or addressed incorrectly
- Secure weekly sending and confirmation that the package was sent
BCA tracking numbers are processing references. They are not the operator’s official entry numbers.
Pricing
The service is set up for each operator, starting with base monthly pricing that includes the first 50 AMOE entries. Extra charges apply for additional mail volume, different delivery schedules or methods, system connections, longer recordkeeping, and additional data entry, compliance, or other services.
Service Setup
Five Steps Before Mailing Begins
- Approve the service agreement. Confirm the operator, promotion, services, contacts, security requirements, delivery schedule, and each party’s responsibilities before BCA receives mail or entry information.
- Choose the mailing arrangement. Choose either a BCA-managed address with the required PMB designation or a dedicated USPS PO Box controlled by the operator. Use it only after U.S. Postal Service approval.
- Update the website and rules. The operator and its legal advisor approve and publish the exact mailing address, promotion name or code, submission requirements, and deadlines.
- Set the weekly files and schedule. Agree on the information to record, spreadsheet format, file names, weekly cutoff, delivery day, holiday schedule, contacts, and handling of problem mail.
- Set security and recordkeeping. Agree on who may receive files, how files and passwords are protected, where records are stored, how long records are kept, when records are securely destroyed, how receipt is confirmed, and how delivery or security problems are reported.
Two U.S. Postal Service Mailing Choices
1. BCA-Managed Mail Address
The operator completes PS Form 1583, Application for Delivery of Mail Through Agent. The approved address uses PMB (private mailbox) or # as assigned for mail delivered through BCA.
2. Dedicated Operator PO Box
The operator applies for and controls its own USPS PO Box. Approved BCA representatives are listed to pick up the mail. If the local Postmaster approves this arrangement, the address uses PO BOX and no PMB.
Do not publish the address until the local Postmaster confirms the required forms and exact format. The operator must complete the U.S. Postal Service forms required for the selected mailing arrangement.
What the Operator Receives Each Week
- Scans of each envelope and submission
- A CSV spreadsheet containing the agreed information
- BCA tracking numbers for the group of mail and each record
- A list showing which scan belongs to each spreadsheet row
- A list of problem mail and BCA’s processing notes
- Confirmation that the package was sent
Standard delivery: a password-protected file or BCA-approved secure download link sent to the people chosen by the operator.
Additional Services
Services That Require a Separate Agreement
- Enter data in the operator’s system. Enter approved information into the operator’s website or administration system.
- Upload files to the operator’s system. Upload the weekly files to an approved secure website or secure file-transfer location.
- Connect the two systems. Automatically transfer records between BCA and the operator using an application programming interface (API) or another approved connection.
- Handle official entry numbers. Create, assign, or retrieve entry numbers using the operator’s approved process.
- Send entry notices. Send an operator-approved email or text to the person who submitted the entry. The notice can include an official entry number or confirmation.
- Check entries against approved rules. Use the operator’s written instructions for review. Questions about the rules are reviewed by Newman Law, of counsel to BCA, and the response is returned to the operator through BCA.
- Compare records. Compare BCA’s records with the operator’s records and report missing or different information.
Before any of these services begin, BCA and the operator must agree in writing on the work, each party’s responsibilities, security, price, start date, and how completed work will be checked.
The Operator Remains Responsible For
- Approving the promotion, official rules, and mail-in entry instructions
- Publishing the exact approved mailing address before the promotion begins
- Telling BCA what information to record, when files are due, who may receive them, and how problem mail should be handled
- Naming the sponsor and administrator, deciding who may enter, managing player accounts and gameplay, selecting winners, and making required regulatory decisions unless a specific task is assigned in writing
- Protecting information about people who submitted entries after delivery and telling BCA before important rule or system changes
Download the Managed AMOE Service Overview
Review the current overview of third-party AMOE receipt, tracking, weekly processing, quarterly and annual reporting, postal choices, additional services, and operator responsibilities.
U.S. Postal Service References
Discuss Managed AMOE Entry Processing
Tell us about the promotion, expected mail volume, preferred mailing arrangement, weekly file requirements, and any additional services.
This is general service information. The signed agreements and approved setup documents control the final services, U.S. Postal Service mailing arrangement, official rules, security requirements, technical requirements, and each party’s responsibilities.
Market Comparison
How BCA Compares to Alternative Compliance Models
Sweepstakes and gaming operators often struggle to find the right partner balance between expensive hourly legal opinions and software-only vendors. Here is how BCA’s operational compliance model compares:
| Compliance Capability | Boutique Law Firms | Turnkey Software Vendors | Traditional Promo Agencies | BCA Managed Compliance |
|---|---|---|---|---|
| Physical AMOE Mail Receipt & OCR | ❌ No | ❌ No (Digital form only) | ⚠️ Partial (Retail focus) | YES (Physical receipt, OCR, CSV) |
| Contract AML Compliance Officer | ❌ No | ❌ No | ❌ No | YES (Named officer support) |
| Direct Legal Counsel Included | ⚠️ Hourly ($500–$850/hr) | ❌ No | ❌ No | YES (Newman Law, of counsel to BCA) |
| Processor & Bank Onboarding Readiness | ⚠️ Legal opinion only | ❌ No | ❌ No | YES (Operational & AML readiness) |
| Pricing Structure | High Hourly Rates | Rev-Share / Software Fee | Campaign Retainer | Predictable Retainer + Per-Entry |
Why BCA Is Independent
BCA has no stake in your promotion’s outcome. We take no direction from the operator beyond the published rules and policies, the same ones given to every vendor, and we have no incentive to deviate from them. That independence is what banks and processors look for in third-party AMOE verification.
Preparing for Payment Processor or Sponsor Bank Onboarding?
Payment gateways, merchant acquirers, and sponsor banks require sweepstakes, skill-based, and gaming operators to demonstrate bank-accepted AML/CIP policies, designated contract compliance officers, and independent 3rd-party AMOE verification before approving payment processing accounts. BCA prepares your operational compliance stack for processor review.