I run the pool at work. We have a filing cabinet that every one can access. I send out an email to everyone in the place that tell them when the next drawing is, what amount the JP is at, and what time I will be getting the tickets. It is up to them to put their money in the envelope before I get the tickets.
I've been doing it for almost 2 years. I've never had any money come up missing. The most we've won is $7.
Here is a copy of the rules I send out. Is it perfect? No. But it puts the responsibility on them for getting money in, not on me having to track people down and ask for it. I have covered people from time to time and always been paid back.
1. Whether we play the Powerball or Mega Millions, the entry fee is $2. Powerball is drawn on Wednesday and Saturday night. Mega Millions is drawn on Tuesday and Friday night.
The envelope for money will be in the file in the supply room.
2. Write down the amount you put in ($2,$4,$6,etc) and your name or identifying number
3. Anyone paying ahead will be notified via email that the money was collected for future draws and for how many draws were paid ahead. Example: Norm paid $4 so it’s tonight +1
4. It is your responsibility to get money in prior to each drawing. How you do that is up to you.
5. Tickets will be purchased by me or someone participating in the pool on the day of the drawing, prior to the drawing.
6. Copies of the tickets will be sent to each participant with an email address.
7. Any money won that is less per person than the $2 for participation goes back into the pool for the next drawing. Example: We have 20 people in for the drawing and we win $5. The $5 divided by 20 people is .25, which is less than the $2 for entry, so that money goes back into the pool for the next drawing and does not count for any one person as their entry fee. Also, no one gets .25 either.
8. I will maintain the envelopes from prior drawings in my office. On the outside of each envelope will be the drawing we are playing, the date, and the amount of the jackpot. Underneath will be the list of people that paid in for that drawing and how much they put in, including money for future draws. The numbers that were drawn and the amount we won, if any, will also be on the envelope. Inside will be the losing tickets and a photocopy of all tickets purchased for the drawing.
9. In the event of a large win, $10,000 and up, the group as a whole will decide on a course of action. Same for a jackpot win.
10. Buying into our pool does not preclude anyone from purchasing their own tickets for any drawing. I buy tickets for myself for every drawing, you should too. I do not and will not purchase tickets for myself at the same time as I purchase tickets for the group.
11. By participating in the pool, you automatically agree to all rules.