Capital Expenditure Policy

A capital item is defined as an individual asset or group of assets greater than $5,000 that has an estimated useful life greater than three years resulting in a future economic benefit. Examples include a vehicle or a group of chairs. A capital item is usually a onetime purchase. Any questions regarding the Capital Expenditure Policy or should be directed to Joe Firley (361-8189) in the Budget Department or Vincent Patriarco (361-7624) in the Supply Chain Department.

Capital Procedures Forms

In accordance with the Capital Expenditures Policy for the Oneida Indian Nation, please find below the set of forms that are required for the procurement of capital items. Forms can be saved to your PC and completed digitally; or the form can be printed and complete by hand.

• Capital Authorization Form - Complete for every capital request (Download XLS or PDF)
• Capital Return On Investment Form - For projects justified by a return on investment, complete his with your capital request (Download XLS or PDF)
• Capital Cost To Complete Form - For complex projects, including construction projects and projects extending over year end, complete this to monitor your costs during the capital project (Download XLS or PDF)
• Capital Budget Summary - During the annual budget process, use this format to list your capital budget requests (Download XLS or PDF)

Purchase Requisition Form

Departments should request a Purchase Requisition Form from Supply Chain to obtain approval to purchase items related to a capital purchase. The Purchase Requisition Form will be completed for each capital purchase, after the approval of the Capital Authorization Form. The department should complete the manual pre-numbered Purchase Requisition Form in accordance with the established Supply Chain Purchasing Policies and Procedures. On the purchase requisition, the department should note the job code/project ID and the budget. The purchase requisition will be routed for approvals based on the established signature policy thresholds.

Purchase Requisition information and forms can be obtained from the Supply Chain Department Team Page.

Courier Information

The couriers make stops at all of our offsite locations & the post office two times a day. At the resort, the courier leaves each morning by 8:30 AM & again at 1 PM. The two couriers based out of Dreamcatcher Plaza leave by 9:30 AM and 12:30 PM each day. They will accommodate any special hand delivery requests (they can be left in the mailroom; they just need to be clearly flagged as a hand delivery). The couriers can be directly called with special requests if needed. If you need further assistance or have any questions, please contact Nancy Fox at 829-8860.

Dawn Dunning	534-1401 (Resort)
Lorrie Orcutt	534-1160 (Dreamcatcher)
Norma Bartlett	534-1392 (Dreamcatcher)

Travel

Travel information can be obtained from the Supply Chain Department Team Page.

Cage & Soft Count

Contact Information

Colleen Roache	Cage/Credit Administrative Assistant	361-7820
Cage Operations Managers and Supervisors		361-7877
Shelby Ford	Soft Count Supervisor	361-8605

Cage Frequently Asked Questions

Q. Do you have gift cards and are they redeemable for cash?
A. Gift cards are sold at the main cage, box office, retail outlets, and on the internet. Gift cards are not redeemable for cash and can only be used for amenities such as restaurants, showroom, bingo, spa, golf, and gas. Express Cards can be purchased in person at the main cage with cash only. These cards can be redeemed for cash or used in the multi-game machines for gaming purposes.

Q. What types of checks do you cash?
A. We typically cash payroll and personal checks with a valid driver's license and diamond card. Payroll checks must state payroll on the check or be accompanied by a paycheck stub showing hours worked and taxes withheld. To cash a personal check, you must establish an account. This includes a short check cashing application. A drivers license, diamond card, and second form of ID containing a signature, are required. First time check cashing is for $50. First time check cashing for hotel guests is from $50- $200. Only one check may be written until your account is established. NY State and Federal checks are considered based on play.

Q. What forms of ID do you accept?
A. Valid driver's license, Non Drivers ID, Military ID, Passport

Q. What options are there for obtaining cash?
A. The casino offers numerous ATM locations, as well as options for credit card cash advances. Valid ID is required for cash advances.

Q. Can chips be purchased at the cage?
A. Chips can only be purchased at the poker cage and from the gaming tables.

Accounts Payable Department

Contact Information

Nancy Fox	Accounts Payable Manager	829-8860
Nicole Plourde	Assistant Accounts Payable Manager	829-8868

Lead A/P Assistants

Kerri Forbes	829-8885	Audit of batches, payment requests, on demands, potential duplicate review, voids, check runs, close, statement reconciliations A-F, entertainment department.
Julie Kincaid	829-8914	Audit of batches, payment requests, on demands, potential duplicate review, voids, check runs, close, statement reconciliations G-Q, capital items, legal department.
Marilyn Slishevsky	829-8986	Audit of batches, uploads, payment requests, on demands, potential duplicate review, voids, check runs, close, statement reconciliations R-Z, Construction department.

A/P Assistants

Elizabeth Alsheimer	829-8981	Casino invoices for: Bimbo's, Frito Lay, Watermark, New Gain. Nation invoices for: Kime's, SavOn, DCube, Marinas, & Car Care. Casino & Nation invoices for: MBM.
Penny Beeman	829-8985	Casino invoices for: Vendors A-G, newspapers, Lowe's, Jet One, & AASHA, non-food vendors T-U. Nation Invoices for: Health (APZ500, 714, 800), Third Party Billing (AP110), AASHA.
Lindsay David	829-8910	Casino invoices for: Vendors H-O, CD Food & Beverage, non-food vendors V-W. Nation invoices for: General Fund (APG100 recurring, APZ850), Shared Services (Payroll, Telecom). Casino & Nation invoices for: Shared Services, IT, Transportation, & Hummel's.
Stephanie Doane	829-8923	Casino invoices for: Vendors L & N, Pine State. Nation invoices for: Tripi, Maines, Vlasti, Utilities, & Wholesale
Darlene Sgarlata	829-8987	Casino invoices for: Non-food vendors P-S & X-Z, Maines, Advertising, All Star, Marketing/HR. Nation invoices for: 4D Air, Snug Resort, North Atlantic, Finance Shared Services, Housing (AP670), BIA (APZ616, APZ617, APZ618), Property Management (APZ671) & 4D Productions (APZ200). Casino & Nation invoices for: FedEx.

Financial Services Assistant

Lee Yaddow

829-8969

Travel, PCards, & New Vendors

Forms

For questions about these forms or the process, please contact the Accounts Payable Manager at 829-8860.

• Petty Cash Reimbursement Form - If you require a petty cash reimbursement, you can complete the form, attach the corresponding receipts, and send inter-office to the Accounts Payable department (Download PDF).
• Payment Request Form - If a payment is needed for which no invoice exists, complete a Payment Request Form, secure approval via the Signature Policy, reference the correct account code, and send inter-office to the Accounts Payable department. If the invoice coincides with a purchase order, please reference the correct purchase order number and send inter-office to the Accounts Payable department for processing. If you are unsure if the invoice corresponds to a purchase order, you can look on the invoice to see if a purchase order number is referenced, or you can also contact the Supply Chain department (Download PDF).
• New/Change Vendor Request Form - Complete this form when new vendors are needed or when changes to existing vendors are needed (ex: change of address), and forward to Accounts Payable. This form allows us to better control the creation and maintenance of vendors as well as provide contact information if questions arise (Download PDF).
• Travel Expense Report & Mileage Forms - (Download XLS).

Accounting & Reporting

Contact Information

Chris Dunn	Director of Finance (Accounting, Audit, Budget, Soft Count)	361-7604
Kelly Bensol	Administrative Assistant to Director of Finance	361-8643
Jason Catalino	Senior Manager of Accounting & Reporting	361-8558
Carolyn Benzing	Manager of External Reporting	361-8269
Tamara Bronson	Financial Manager-Audit & Compliance	361-7748
Tracey Damon	Financial Support Manager (Food & Beverage and Hospitality)	361-7732
Teresa Drummond	Process Improvement Manager	361-8246
Joe Firley	Budget Manager	361-8189
Beth Franklin	Accounting Manager-Enterprises	361-7556
Tim Lillis	Financial Support Manager (Gaming and Marketing)	361-7754
Kathy Meyers	Accounting Manager-Government	361-7510

Topic	Contact Person	Phone Number
Requesting a dining or gift card	Nicole Kilpeck	361-7912
Inquiries on existing dining or gift cards	Nicole Kilpeck	361-7912
Guest credit card inquiries	Angela Bernholz	361-7544
M&T card statement & reconciliation inquiries	Lee Yaddow	829-8969
AMEX card statement & reconciliation inquiries	Lee Yaddow	829-8969
Requests for credit cards/report lost credit card/balance inquiries	Kathy Meyers	361-7510
Guest karat inquiries	Tamara Bronson	361-7748
Employee TEPA inquiries	Stephanie Carpenter	361-7826
Audit exception inquiries	Stephanie Carpenter	361-7826
Guest W-2G & 1042 inquiries	Stephanie Carpenter	361-7826
Petty cash replenishment	Kelly Bensol	361-8643
City ledgers/internal transfers-CD Food & Beverage	Kayla Smith	361-8113
City ledgers/internal transfers-remaining departments	Amy Cullen	361-8104
Direct billing for Sales department	Keri Richer	361-8692
Commissions	Amy Cullen	361-8104
Collections	Terry Taube	361-7753
Fixed Assets	Terry Taube	361-7753
Invoicing/payments for SavOn	Jonathan Horner Beth Franklin	361-8514 361-7556
Invoicing/payments for Vlasti	Katie Drier Beth Franklin	361-7559 361-7556
Invoicing/payments for DCube	Beth Franklin	361-7556

Coupon Information

To request or void coupons please complete the appropriate Coupon Requisition Form and submit it to Amy Cullen, Staff Accountant, at 361-8104. The Excel file contains coupon requisition forms for Bingo, Food, Gaming, Gift/Dining Card, Golf, Group Sales, Hotel, and Void Request.

Financial Reporting

Significant information is available for financial reporting and analysis.

SavOn and all other departments	Joe Firley	Budget Manager	361-8189
Gaming, Sales, and Marketing departments	Tim Lillis	Financial Support Manager	361-7754
Hospitality and Food & Beverage departments	Tracey Damon	Financial Support Manager	361-7732

Budget

Joe Firley	Budget Manager	361-8189
Steve Becker	Senior Budget Analyst	361-8571
Lyndon Greene	Budget Analyst	361-7855
Michael Melotik	Senior Financial Analyst	361-8918
Jim Poppleton	Senior Financial Analyst	361-7837

Budget Variance Responses

After reviewing the monthly financial statements available on the Budget 12 Sharepoint site, please respond to all individual line items where a budget variance exceeds the new threshold amount of $10,000 and 10%, using one of the forms below based on division.

Varience Forms

• Nation and Enterprise Monthly Budget Varience Response Form
• TSRC and Shared Services Monthly Budget Varience Response Form

Responses should be made on the appropriate variance template based on division.

Each response must include the following in detail:

1. The budget assumptions for the period compared to the actual results for the period
2. The business explanation for the variance
3. The corrective action plan to be taken to correct any unfavorable variance
4. If the budget variance is permanent then project the year-end variance.

All responses should be emailed to Steve Becker, Senior Budget Analyst, and copying Tim Lillis, Financial Support Manager, Joe Firley, Budget Manager, and Lyndon Greene, Budget Analyst. Any questions should be directed to Kathy Meyers, Accounting Manager, at 361-7510 or Beth Franklin, Accounting Manager, at 361-7556.

Budget variance responses are not required for payroll adjustments, payroll processing, employee merit bonus, health insurance, pension expense, workers compensation, disability insurance, grant/contract revenue, nation tax revenue or allocations. Turning Stone & Shared Services questions regarding purchasing activity (both issues out of the warehouse and purchase order receiving) should be directed to Michael Rejman, Senior Accountant, at 361-7519. All other questions should be directed to Jason Catalino, Senior Manager of Accounting & Reporting, at 361-8558.

Payroll

Contact Information

Karie Florian	Payroll Manager	829-8877
Kim Evans	Assistant Payroll Manager	829-8954
Donna Byrne	Payroll Clerk	829-8952
Cassie Colburn	Payroll Clerk	829-8842
Carol Pearo	Payroll Clerk	829-8911
Linda Aubeuf	Payroll Clerk	829-8969

Payroll Frequently Asked Questions

Q: What do I do if I forget my badge and need to punch in?
A: Immediately inform your supervisor, who will manually enter your hours into the Kronos Timekeeper System.

Q: How can I find out how much PTO (Paid Time Off) I have remaining?
A: Your PTO balance is listed on your paystub. It shows the PTO that has been paid up to the current pay period.

Q: How can I find out what I am claiming on my taxes, and how can I change this if necessary?
A: Your tax claiming status if found on your paystub. If you need to change your taxes, the federal form (W4) and the state form (IT-2104) can be found below or in the Human Resources department. Completed forms can be submitted to the Payroll department at Dreamcatcher Plaza. Tax changes will generally take effect in the next paycheck.

Q: I have a question regarding a garnishment or child support, who do I speak with?
A. You can contact the Karie Florian, Payroll Manager, at 829-8877, or Kim Evans, Assistant Payroll Manager, at 829-8954.

Payroll Withholding Forms

• Federal Income Tax Withholding Form (W-4)
• State Income Tax Withholding Form (IT-2104)