MEMORANDUM TO: File FROM: General Finance Minutes - June 19. 2000 DATE: June 29, 2000 RE: Resolution #7 The following resolution was passed at the General Finance meeting held on the above noted date. May this be for your information/action. (7) Moved by Donald Whitlow and seconded by David Hill, that Six Nations Council approve the second reading of the Financial Management Policy, Motion (31) on the February 7, 2000 Special Council Agenda which was HELD on February 24, 2000 In-Camera Session. General Finance Minutes.

CARRIED.

Sincerely, SIX NATIONS COUNCIL Eleanor Garlow Finance Assistant

FINANCIAL MANAGEMENT POLICY PAGE 1

FINANCIAL MANAGEMENT POLICY Table of Contents 1. General................................................…………………… Page 4 2. Bookkeeping System.......................................……………. Page 7 3. Chart of Accounts........................................……………… Page 7 4. Filing System............................................…………………. Page 8 5. Receipt of Funds.........................................……………….. Page 8 6. Bank Accounts............................................………………. Page 8 7. Petty Cash...............................................…………………. Page 8 8. Purchases................................................………………… Page 9 9.. Approval of Payments.....................................……………… Page 11 10. Disbursements...........................................… ……………. Page 11 11. Payroll..................................................………………….. Page 13 12: Contract for Service.....................................……………… Page 14 13. Tenders/Contracts........................................…………….. Page 14 14. Employee Travel..........................................………………. Page 16 15. Chief & Council Travel...................................……………….Page 16 16. Inventories..............................................…………………. Page 21 17. Capital Assets Accounting and Control System.......…………….. Page 21 18. Disposal of Assets.......................................……………….. Page 22 19. Budgetary Process, Control and Reporting..........……………….. Page 22 20. Cash Management and Securities Policy.............………………..Page 25 21. Accounting.............................................…………………… Page 25 22. Corporate Credit Cards...................................…………….. Page 25 23. Audit..................................................……………………… Page 27 24. Responsibility for Observance-Financial Regulations .…………. Page 29 25. Amendments to Financial Regulations......................………. Page 29

APPENDICES Table of Contents A......................................... Signing Authorities B..........................................Chart of Accounts C..........................................Employee Information D..........................................Pay Authorization Form E......................................... Monthly Reporting Requirements F.......................................... Cash Management Policy G.......................................... Corporate Credit Card List

Six Nations of the Grand River Financial Management Policy FINANCIAL MANAGEMENT POLICY 1. General

1.1 This policy details the requirements for recording and reporting all financial transactions and events affecting the financial position of the Six Nations of the Grand River and its recognized sub-funds. All of the sub funds of the Six Nations of the Grand River shall adhere to the requirements.

The goals of these policies are to provide a standard framework for recording and reporting all financial transactions and events affecting the financial position of the Six Nations of the Grand River and its recognized departments.

1.2 These Policies will be referred to as the SIX NATIONS OF THE GRAND RIVER FINANCIAL

MANAGEMENT POLICY and will come into force upon the passing of a Band Council Resolution.

1.3 In these Policies:

I. "Accounting" is the art of recording, classifying, reporting, and interpreting the financial data of an organization.

II. "Accounts Payable" is a debt owed to a creditor for goods or services purchased on

credit.

III. "Accounts Receivable" is an amount receivable from a debtor for goods or services sold on credit.

IV. "Asset" is a property or economic resource owned, managed or controlled by Six

Nations of the Grand River.

V. "Auditor's Responsibility" is limited to performing the audit investigation and reporting the results in accordance with generally accepted auditing standards.

VI. "Balance Sheet" is a statement of financial position of any economic unit disclosing as

at a given moment of time its assets, at cost, amortized cost, or other indicated value, its liabilities, and its ownership equities.

VII. "Band Member" will have the same meaning as in the Indian Act.

VIII. "Budget" is a systematic planning of the Six Nations' total expenditures of Revenue, Capital and Departmental contributions.

IX. "Contract" is an agreement between parties for the construction or repair of any

work; the purchase of any service, item, commodity, equipment, goods, materials or supplies.

X. "Contracting Authority" is the Six Nations of the Grand River.

X. "Council" is the Six Nations of the Grand River members who are elected by the Six Nations of the Grand River membership to represent them.

XI. "Deferred Revenue" are funds received in advance which have been set aside for certain programs or expenditures.

XIII. "Department" has the same meaning as in the Indian Act.

XIV. "Disbursements" are' all monies paid out by a person authorized by the Six Nations of the Grand River to pay out monies on behalf of the Six Nations of the Grand River or any member thereof.

XV. "Equity" is a right, claim or interest in an asset or assets.

XV. "Expenditures" are funds which the Six Nations of the Grand River expects to pay out during a given Fiscal Year whether or not such funds are actually

paid out.

XVI. "Fiscal Year" is the twelve month period in which the Six Nations of the Grand River carried out projects for which it has prepared a budget. For the purpose of these Policies, the Fiscal Year will be from April First to the following March Thirty-First.

XVII. "General Finance Committee" is the Six Nations of the Grand River Council as the

whole, with a quorum of five.

XVIII. "Generally Accepted Accounting Principles" are the broad rules adopted by the accounting profession as guides in measuring, recording, and reporting the financial affairs and activities of an entity.

XIX. "Inventories" any class or group of materials or supplies, not yet expensed or

capitalized. This would include finished goods, materials, supplies and merchandise on hand. Its valuation is cost or market whichever is lower.

XX. Liability" is a debt owed.

XXII. "Net Income" (surplus) is the excess of revenues over expenses. XXIII. "Net Loss" (deficit) is the excess of expenses over revenues.

XXIV. "Progress Payment" is a payment made by or on behalf of the Six Nations of the Grand River under the terms of a contract in respect of a portion of the work done under the contract prior to the completion of the whole work to be done under the contract as identified by a payment schedule.

XXV. "Receipts" are all monies received by virtue of the operations of the Six Nations of

the Grand River.

XXVI. "Resolution" is a Six Nations of the Grand River Council Resolution (B.C.R.- Band Council Resolution)

XXVII. "Revenues" are funds which the Six Nations of the Grand River expects to receive

within a given Fiscal Year whether such funds are actually received or not.

XXVIII. "Signing Authority" is a person designated and approved by the Six Nations of the Grand River Council to have signing authority for the Six Nations of the Grand River. See Appendix "A".

XXIX. "Statement of Operations" is a summary of the revenues and expenses of an

accounting unit or group of such units and resulting in a net profit/loss figure for a specified period of time.

XXX. "Sub Fund" is a department/entity/enterprise/ business or an incorporated company

that is controlled by or obligated to report to Six Nations of the Grand River as per their funding agreement.

XXXI. "Tender" is a signed offer for the performance of any work; purchase of any item,

commodity, equipment, goods, materials or supplies or the performance of a service of any kind.

l.4 It will be the responsibility of the Six Nations of the Grand River's Director of Operations, to

ensure the implementation of these policies so that:

a. A complete record of all financial transactions is provided in a form suitable for decision making and audit purposes.

b. Financial management policies and procedures are in place to provide accountability

to the community that financial matters are being administered in a manner which ensures value for money and the continued solvency of Six Nations of the Grand River operations.

c. Assets of the Six Nations of the Grand River are administered to enable the Six

Nations of the Grand River to meet its financial responsibilities and to foster a reliable reputation in the business community.

d. Six Nations of the Grand River employees who handle Six Nations of the Grand River

assets are given proper and consistent direction for the performance of their duties.

e. Six Nations of the Grand River funds for which the Six Nations of the Grand River is responsible are safeguarded.

2. BOOKKEEPING SYSTEM

2.1 An adequate bookkeeping system is to be maintained to record all financial transactions utilizing the Xyntax software.

2.2 The bookkeeping system is to be maintained on an accrual basis.

2.2 The books of account are to consist of a General Ledger and the appropriate Journals. This ledger is to be updated monthly by recording therein the information accumulated in the daily records.

3. CHART OF ACCOUNTS

3.1 The Finance Department and the Financial Controller are responsible for the maintenance of a comprehensive and current Chart of Accounts.

3.2 The Financial Controller will prepare a standardized chart of accounts to be used for each

profit/cost centre. This information will be forwarded to the Directors/Managers/ Supervisors for their review and comments. It is the responsibility of each Director/Manager/Supervisor to inform the Financial Controller of any desired/required changes to this information on an ongoing basis.

3.3 A current copy of the chart of accounts is included in Appendix "B" of this Policy. 4. FILING SYSTEM

4.1 An adequate filing system is to be established and maintained for seven years for the retention of minutes of all Six Nations of the Grand River meetings, Six Nations of the Grand River Council Resolutions, copies of vouchers and documents including bank statements and cancelled cheques which support the transactions recorded in the bookkeeping system.

5. RECEIPT OF FUNDS 5.1 A consecutively pre-numbered receipt is to be prepared for all monies received by the Six

Nations of the Grand River. The original receipt is to be issued to the payer, indicating the date and the amount received, the source and the purpose or reason for the payment to the Six Nations of the Grand River.

5.2 All monies received are to be kept intact in a safe place. The Financial

Controller/Financial Control Officer/Bookkeeper is to ensure all the necessary precautions for the safekeeping of all funds received until they are deposited to the proper bank account of the Six Nations of the Grand River in a chartered bank designated by the Council of the Six Nations of the Grand River.

5.3 All monies received are to be deposited in the bank as soon as possible and at no time less

frequently than once a week.

5.4 Funds received by the Six Nations of the Grand River are not to be deposited to the credit of an individual. Any payments to individuals are to be through the appropriate disbursement records

5.5 Funds held in trust by the Six Nations of the Grand River are to be deposited into a

separate Six Nations of the Grand River Trust Account designated for that purpose. 6. Bank Accounts As per Resolution #7 of the General Finance Meeting dated January 22, 1996 as follows: “That this Council approve the recommendation from the Band Support Funding Committee to approve that no further bank accounts be opened without a Band Council Resolution and, further; the signing authorities will be authorized by Band Council Resolution." 7. PETTY CASH 7.1 The Six Nations of the Grand River may, by resolution, establish a Petty Cash Fund. 7.2 All petty cash payments shall be recorded, supported by receipts and accounted for in the monthly financial statements. 7.3 Replenishment of petty cash shall be made as required.

7.4 Responsibility for the custody of the petty cash fund is to be vested in one designated employee.

8. PURCHASES 8.1 RESPONSIBILITY OF DEPARTMENTS The Directors/Managers/Supervisors shall have the following duties and responsibilities. a) To have charge of and be responsible for the procurement of all supplies/services for, or on

behalf of Six Nations of the Grand River. b) To ensure that adequate budgetary funds are available to meet the cost of any supplies or

services prior to any directive to procure such supplies or services.

The Directors/Managers/Supervisors will be responsible for all supplies and services, with the following exceptions which shall be approved by Council:

a) Consulting services namely, auditing, financial, planning, medical services and insurance carrier; b) Land and building acquisition and disposal. 8.2 AUTHORITY TO INCUR EXPENDITURES The Director/Manager/Supervisor may purchase all supplies and services required by the department subject to the following: a) Supplies and services not exceeding $5,000.00 after obtaining the most favourable price,

either through written quotations from known suppliers or estimated quotations depending on the nature of the contemplated work, the urgency of the requirements and the general trade practice and market conditions. The Director/Manager/Supervisor has the authority to designate this responsibility.

b) Supplies and services of $5,000.00 or more, but not exceeding $20,000.00 after inviting

written quotations from at least three suppliers and after receiving approval to purchase from the Director of Finance and the Director of Operations.

c) Supplies and services of $20,000.00 up to $100,000.00, will adhere to Section 13 of this

policy. For supplies and services greater than $100,000.00 the same procedure is followed with the additional requirement of Council approval as per section 13 of this policy.

d) All expenditures involving long term commitments (e.g.

leases) must be reviewed by the respective Directors and by the respective Committee and then must be signed by at least one of Six Nations of the Grand River signing authorities.

8.3 PURCHASE ORDERS Purchases over $5,000 must be accompanied by a purchase order approved by

Directors/Managers/ Supervisors. Utilities and payroll costs are excluded from this requirement.

8.4 EMERGENCY PURCHASES These are envisioned to be purchases whereby a delay in their acquisition could constitute a

threat to the employees/community's health and safety and to maintain essential services. It is recognized that the Public Works Department provides essential services to the community for seven days/week, 24 hours/day and therefore, must meet Health and Safety at all times.

a) In case of an emergency situation which requires the immediate purchase of supplies and services, the Director/Manager/Supervisor shall secure, by open market procedure at the lowest possible price.

b) Where any emergency purchase has been made, the Department head shall forthwith submit a report to the Director of Operations with a copy to the Director ofFinance.

c) It shall be the responsibility of the Director of Finance to ensure that the emergency

purchase system is monitored and controlled to avoid its use to circumvent normal purchasing procedures.

8.5 GIFTS

a) Gifts are not to be purchased with Six Nations of the Grand River funds for Chief, Councillors, employees or families of the employees, Chief and Council.

b) Flowers are an acceptable expenditure in instances of illness and bereavement provided the current budget can cover such an expenditure.

c) Retirement gifts will be determined on an individual basis upon Council's direction. 9. APPROVAL OF PAYMENTS

9.1 All payment of invoices under $5,000.00 are to be approved by the Director/Manager/Supervisor.

9.2 All payments in excess of $20,000.00 are to be accompanied by Committee approval documents.

9.3 No cheques are to be issued in payment of any invoice unless goods or services have been received, as evidenced by a signed delivery slip and invoice, unless services have been rendered, or the contract has provided for an advance of funds.

9.4 Invoices are to be paid on or before the due date to take advantage of all possible

discounts, and to avoid late charges.

9.5 Where progress payments are made in connection with any contract a hold back equivalent to at least 10% of the contract price will be withheld until the job has been completed to the satisfaction of the overseer of the contract.

9.6 The Six Nations of the Grand River, shall not make any loans to Six Nations of the Grand

River members, employees or Chief and Councillors. An authorized exception would apply to Housing Loans to Six Nations of the Grand River Members and loans for Economic Development purposes and in accordance with loan policies and procedures.

9.7 Six Nations of the Grand River Council resolutions authorizing payments shall be recorded in the minutes of Six Nations of the Grand River Council meetings - such minutes are to be signed by the Chief and retained as a permanent record available for inspection.

9.8 Payment periods and pay days will be established by Six Nations of the Grand River

Council resolution.

9.9 Payment with respect to payroll such as the Receiver General and WSIB, Life & Health, and Pension Contributions are to be approved by the Director of Finance. (Note: Iroquois Lodge and Day Care have been granted the authority to make their own payroll remittances.)

10. DISBURSEMENTS

10.1 No disbursement or payment is to be made without certified supporting documentation such as an invoice, voucher, purchase order, etc. Original invoices are to be attached, copies of invoices are not to be considered as certified supporting documentation.

10.2 All disbursements are to be by cheque except for those payments made through the petty

cash fund.

10.3 All cheques issued against the Six Nations of the Grand River bank account(s) are to be on the form prescribed by the Six Nations of the Grand River Council and are to be sequentially numbered for periodic accounting of all numbers.

10.4 The Six Nations of the Grand River Council shall authorize three or more persons to sign

cheques drawn on its account(s) . See Appendix “A”

10.5 All cheques are to be signed by at least two of the signing authorities. An exception to this will be the Bingo cheques for the Super Jackpot bingo prize which runs seven days a week/two times a day. These cheques can also be used for the Mini Monsters and Monster Jackpot prizes. Due to the frequency and occurrences of these payments these cheques are signed by one signing officer in advance. No more than six cheques are signed in advance. These cheques are to be kept in a safe and secure location. Upon the signing of new cheques to replace the previously released ones, a copy of the cancelled cheques along with the winning card (signed by the prize winner) is to be presented to the

signing authority in order that replacement cheques will be signed.

10.6 All financial controllers and signing authorities are to be bonded. This shall be reviewed annually by the Director of Finance.

10.7 No Six Nations of the Grand River cheques are to be signed in blank.

10.8 All cheques are to show the proper amount as well as a description of payment

and/or period covered before being presented with the appropriate supporting documentation to the authorized signing officers. 10.9 All blank cheque forms are to be kept in a safe and secure place.

10.10 Where a payee reports that a cheque has not been received, or where subsequent to its delivery the cheque was lost, destroyed or stolen, the matter is to be referred immediately to the appropriate bank and a stop payment is to be placed on the cheque.

10.11 Cheques issued on the Six Nations of the Grand River's bank account(s) and which are not cashed six months after the date of issue are to be cancelled and reissued only upon identification and demand of the proper payee.

10.12 All monetary transactions are to be entered promptly in the appropriate Six Nations of

the Grand River records. 11. PAYROLL

11.1 Individuals performing services for the Six Nations of the Grand River under Personal Service Contracts are not considered employees of the Organization and are not covered by the policies and procedures of this section.

11.2 Weekly time sheets are to be entered/submitted on Monday before noon following the

end of the week time period, excluding when there is a Holiday on the Monday time sheets are to be submitted on the preceding Friday by noon. Failure to submit a time sheet will cause the employee's pay to be withheld for a one week period. Once completed by the respective employees, these timesheets will be forwarded to the bookkeeper and the necessary accounting entries will be made to the accounting records. This procedure will aid the Finance Department in ensuring that internal charges are properly billed or charges to the various contribution agreements and contracts, where permitted. The exception being those enterprises/departments that do their own payroll (Iroquois Lodge, Day Care, Research)

11.3 The salary range information will be used by the Directors/Managers/Supervisors in

setting salary levels for their respective budget areas. This information is to be forwarded to the Director of Operations and the Director of Finance for approval. This procedure will normally be performed prior to finalization of the annual operating budget. It should be kept in mind that certain funding agreements specify salary levels that may be charged for services performed.

11.4 An Employee Information form (See Appendix "C") will be completed and this will be used

by the Payroll Officer to set the employee up in the payroll system.

11.5 Payroll will be processed using the Xyntax accounting software. All employees will be paid by cheque on a weekly basis.

11.6 The Personnel Manager is responsible for obtaining approval for hiring decisions, finalizing

the employment agreement with the new employee, maintaining the documentation in the personnel file, administering compensation and benefits (excluding Research and Iroquois Lodge) and approving requests and claims for compensation and benefits and approving requests and forwarding them to Finance for payment.

11.7 It is the responsibility of the Personnel Manager to ensure that Finance is informed on a

timely basis of all new hires, changes in compensation and benefits and employee termination. The Personnel Manager should ensure that adequate information in the format set out in this policy is provided to Finance to support the processing of payroll transactions. (Excluding Iroquois Lodge)

11.8 The Director of Finance is responsible for the processing of all new hire, termination and

compensation actions as advised by Human Resources, completion of all documents required for payroll purposes and issuing of cheques for compensation and benefits as approved by the Personnel Manager. (Excluding Research and Iroquois Lodge)

11.9 The Personnel Manager must complete and forward to the Director of Finance a "Pay Authorization Form" (see Appendix "D") form for each of the following pay actions: new hires, changes to either salary or benefit levels, requests for absences or leaves and employee termination. Receipt of an approved "Pay Action Request" form by Finance provides them with the authority to process the requested pay action.

11.10 Withholdings - The Payroll Department will be allowed to recover amounts owed to the

Six Nations of the Grand River departments by Council employees. Reasonable attempts shall be made to work out a reasonable repayment schedule with the employee.

See the Garnish of Wages Policy for court order garnishees.

11.11 Employee Absences - See Employment Policy. 11.12 Employee Termination - See Employment Policy. 11.13 Garnishment of Salaries and Wages - See Employment Policy. 11.14 Sick Leave - See Employment Policy. 11.15 Vacation Leave - See Employment Policy 12. CONTRACT FOR SERVICE - see Hiring Policy & Procedures 13. TENDERS/CONTRACTS 13.1 For Construction and Repairs refer to the Tendering Policy for Construction and Repairs.

13.2 An invitation to tender must be extended by the Contracting Authority and three tenders should be received when possible, before any contract is let.

13.3 The invitation to tender, either by advertisement, poster or invitation must indicate:

a) the date and hour of closing; b) sufficient details from which comparable bids can be made; c) the date, hour and place tenders will be opened, which shall not be less than ten

business days; and d) if a security deposit is required.

13.4 The Six Nations of the Grand River Council may require a security deposit of 10% of the total value of the contract from the tenderers.

13.5 All tenders shall be returned to the department which called for the tender in a sealed

envelope, addressed to the contraction sub fund at the Six Nations of the Grand River Administration Office, clearly marked "Tender for..." on the lower left hand corner and the date and time of receipt shall be recorded and initialed by the receiver on the unopened envelope of the tender when received.

13.6 Upon receipt, the sealed tenders shall be deposited in a safe place until the time for

the opening of bids.

13.7 At the appointed time when all tenders are opened it shall be the duty of the department

personnel and/or Committee to read aloud all tenders, giving the name of tenderer and the amount of the bid.

13.8 The name of the tenderer, project, date of bid and amount shown must be recorded in a

book provided for this purpose and marked “Record of Tenders.”

13.9 At the next General Finance meeting or any other full council meeting of the Six Nations of the Grand River Council the Finance Director shall place before Council all tenders received and any recommendations from the department and it shall be the responsibility of Council to review the tenders in excess of $100,000.00 and award the contract.

13.10 The lowest tender received shall be accepted unless the Six Nations of the Grand River

Council deems it in the best interest of the community to do otherwise.

13.11 Where the lowest tender is not accepted, a quorum vote of the Six Nations of the Grand River Council is required before awarding the contract, and the reasons shall be recorded on the resolution awarding the contract.

13.12 Upon acceptance of a tender, a binding contract shall be signed by both parties and shall

become part of the records of the appropriate department.

13.13 Awarding of Contracts shall be by resolution or by recorded and approved motion of the appropriate Committee of Six Nations of the Grand River Council.

13.14 Where progress payments are to be made in connection with any contract, the Finance

Director shall hold back an amount equivalent to 10% of each progress payment until the job has been completed to the satisfaction of the contracting authority or their engineer.

14. EMPLOYEE TRAVEL See Six Nations Council Employment Policy. 15. CHIEF & COUNCIL TRAVEL

15.1 It will be the responsibility of Chief and/or Council to determine whether, when, by

whom, and by what means travel shall be undertaken. Once travel is authorized, the conditions and payments prescribed in this Policy shall be undertaken. Once travel is authorized, the conditions and payments prescribed in this Policy shall apply. The provisions of the Policy are published as directives and not as permissive guidelines. It provides only for the traveller's responsible, legitimate expenses necessarily incurred and nothing in the Policy is intended to permit any payments that can be construed as income or other compensation to the person travelling on official Council business.

15.2 Travel outside of Canada must be approved by full Council.

15.3 Workplace is the location at, or from which, a councillor ordinarily performs the duties of

their positions. This is ordinarily the Council Administration Building. In the case of a councillor whose duties are of an itinerant nature, the actual building to which he/she returns to prepare and/or submit reports, etc., and where other administrative matters pertaining to the councillors duties are conducted.

15.4 Incidental expenses include such items as gratuities, laundry, dry cleaning, and other

personal supplies and services. As per the Treasury Board Rates as established by the Federal Government, reimbursement for these incidental expenses.

15.5 Actual and reasonable expenses are the actual costs incurred supported by proof of

payment and the amount the Council or the Director of Finance deems to be reasonable, based on experience of what such costs should be in the circumstances.

15.6 When an exceptional travel situation arises and a person is exposed to unusually high

costs, the Councillor may be reimbursed the actual expenses to the extent that Council considers the expenses claimed are reasonable and only if the Council is made aware of the situation prior to travelling.

15.7 It is emphasized that, as a general rule, the Council expects all Councillors to present

themselves at their work places on their own time and at their expense. Expenses incurred in connection with attendance at meetings, etc., which are of personal, cultural or general community interest, but not a mandatory requirement of Council, will not be reimbursed.

15.8 Time spent in transit at the request and approval by the Council will be at the specified

per diem rate. Compensation does not include time spent away from home after destination is reached.

15.9 Councillors travelling on Six Nations of the Grand River business will be allowed one

telephone call home per day not to exceed ten (10) minutes per call.

15.10 The Council is responsible, before authorizing travel, that the travel and living expenses authorized fall within the spirit and intent of the provisions of this Policy, and that these are reasonable and justifiable considering the circumstances of the trip.

15.11 The Director of Finance is responsible for ensuring that travel arrangements of

Councillors are properly authorized, that there is documentation to support all approved claims and that adequate internal controls exist to ensure that funds allocated to travel are not misused.

15.12 Any expenses that are not Council related will be deducted from the respective

Councillor's honorarium. Travel must be authorized by resolution.

15.13 Except for short journeys, where the use of a motor vehicle or train is more economical, air travel is the accepted normal method of transportation on Six Nations of the Grand River business. The comfort and speed of mode aircraft and cost considerations dictate that the most economical means shall be used, i.e., economy class, excursion fares, group fares, family plans, etc. First Class air travel shall not be allowed. Where in the opinion of the Council, because of the exceptional circumstances involved, first class air travel is

unavoidable, the exception must be approved by the authorizing official.

15.14 If anyone chooses to travel by other means he/she will be paid at the lower rate, air vs. vehicle.

15.15 When anyone has an aversion to air travel Six Nations of the Grand River shall endeavor

to schedule the work so that time will permit the person to travel by other means only when on Six Nations of the Grand River business.

15.16 If anyone’s travel destination is in excess of 200 miles (322 kilometers), the use of one's

own vehicle should not normally be authorized unless travel by commercial carrier presents significant inconvenience or is not deemed practical by the Council, in terms of

over-all costs including salary, travelling, and personal expenses.

15.17 In the interests of driving safety, when travel by private vehicle is authorized, a person shall not normally be expected to drive more than:

a) 150 miles (242 kilometers) after having worked a full day; b) 200 miles (322 kilometers) after having worked one half day; or c) 300 miles (438 kilometers) on any day when the person has not worked. The mileage

rates payable for authorized official use of private cars shall be in accordance with Treasury Board Rates as amended from time to time.

d) In addition to the rates payable, a person shall be reimbursed the actual necessary

costs incurred for road, ferry, bridge, tunnel tolls, and parking charges. e) No additional amounts are payable to anyone for carrying passengers. It is

anticipated, however, that when more than one person is travelling on official business to one destination, the Six Nations of the Grand River will often find economical to request people to use one private vehicle.

f) The use of rental vehicles may be authorized where( in the opinion of the Council, this

method of travel is economical and practical. Reimbursement shall include the cost of insurance paid to vehicle rental agents for release of liability. In order to conserve energy, compact sized cars are to be used. Mid sized cars shall be considered secondly. Full sized automobiles shall only be rented when the number of passengers to be carried or the bulk or weight of goods to be transported warrants the use of a larger vehicle.

15.18 Taxis may be used when use is justifiable and reasonable. Inter-city travel through the

use of local bus, subway, or street-car should also be encouraged where such use will facilitate the carrying out of official business.

15.19 Everyone shall be reimbursed the actual and reasonable expenses incurred for

commercial accommodation authorized by the Six Nations of the Grand River. The Six Nations of the Grand River shall normally authorize travellers to stay in establishments

which are conveniently located and comfortably equipped. The use of luxury accommodation shall not be authorized.

15.20 Although everyone is normally expected to stay in commercial accommodation, the Six

Nations of the Grand River shall not reasonably refuse permission for anyone to make arrangements for private non commercial sleeping accommodations at a rate of $50 per night.

15.21 If the first and/or last day in travel status is less than a full calendar day and sleeping

accommodation is authorized during the journey then incidental expenses plus meals will be paid.

15.22 Through the total period in travel status, deductions from the daily allowance shall be

made in respect of meals provided such as meals en route, and meals included in conference registration fees.

15.23 Anyone may request a trip advance to cover his/her expenses for an authorized trip on official business. The amount to be provided shall be based on a reasonable estimate of the total anticipated reimbursable expenses as allowed by Six Nations of the

Grand River.

15.24 A trip advance shall be accounted for with the Finance Department within fifteen (15)

days of the completion of the trip for which the advance was authorized.

15.25 There is no objection to persons using their personal credit cards, provided the cost of travel is not increased thereby.

15.26 All those persons using Council credit cards must provide documentation for all expenses

to the Director of Finance immediately after return from travel or one day after the use of the card.

15.27 The following “actual and reasonable” expenses shall be reimbursed if supported by

vouchers, receipts or other appropriate documents: a) All commercial transportation costs whether or not they were purchased or provided

by Council but not including local transportation expenses. b) En route accommodation not included in the basic fare or ticket purchased or

provided by the Council. c) overnight accommodation. d) Car rentals including insurance coverage.

e) Excess luggage.

f) Taxis. g) Parking charges. h) Authorized long distance calls on Council business. i) Public stenographic, fax, or typist services or rental of office equipment. j) Hospital, medical and other expenses arising from illness, injury or death and not

covered through other benefits or insurance. k) Necessary disbursements in connection with the operation of Council vehicles.

15.28 The Director of Finance shall ensure that all travel requiring supporting documentation is Properly authorized and that any exceptions to the provisions of this Policy are either approved or not reimbursed. This task shall include verification of the following:

a) A periodic review of the delegated levels of authority to ensure that travel

arrangements are being authorized and resulting claims approved at an appropriate level.

b) That transportation tickets purchased out of Six Nation of the Grand River funds, are

only for the person, the trip, the mode and the class of transportation authorized.

c) That credit is obtained for any cancelled portions of that trip. d) That expenses incurred for side trips for personal reasons and/or unauthorized

stopovers are not paid out of Six Nations of the Grand River funds.

e) That the time of trip departure and return are reconciled with claims for meals.

15.29 The Council shall follow Federal Treasury Board Guidelines and regulations for travel, excluding the private accommodations rate.

16. INVENTORIES

16.1 Physical assets inventory records shall be maintained for all goods, materials, and supplies.

16.2 Inventories that are written off/sold must be approved at the Committee level.

16.3 A physical count and reconciliation of all inventories shall be completed annually prior to

March 31. 17. CAPITAL ASSETS ACCOUNTING AND CONTROL POLICY

17.1 Responsibility and accountability for the custody and use of a capital asset extend over its useful life.

17.2 All capital assets must be accounted for by each sub fund on auditable records until

disposal or write-off.

17.3 This policy applies to all capital assets acquired by the Six Nations of the Grand River.

17.4 All capital assets with a normal life expectancy of one year or longer and an acquisition cost of $1,000 or greater are to be recorded in the capital asset sub ledger.

17.5 Upon acquisition of a capital asset the sub-fund will record the asset in a capital asset sub

ledger which will contain the following information: - Unique identification number - to be assigned in numerical sequence by the sub-fund - Asset description - Acquisition cost - Name of department and person who has been given custodial responsibility.

17.6 This requirement applies not only to assets purchased by the Six Nations of the Grand River but also to donated assets and gifts (e.g., carvings, prints and other works of art).

17.7 The sub fund is responsible for maintaining the capital asset sub ledger, ensuring that all

additions, disposals and changes are recorded in the sub ledger and properly reflected in the sub funds financial statements as required. On an annual basis the sub fund shall have taken a physical inventory of capital assets in their custody. This inventory must be performed independently of the custodian. A record of the results of the annual inventory shall be forwarded to the Director of Finance.

18. Disposal of Assets (a) Directors/Managers/Supervisors must advise the Director of Finance of the planned

disposal of capital assets including the planned method of disposal and the estimated recovery value if any. All assets to be disposed shall be disposed of through the tender process, public auction or such other method as will maximize the recovery proceeds to Six Nations of the Grand River. Council approval is required for planned disposals in excess of $5,000. The Director of Finance will provide written authorization to the Directors/Managers/Supervisors of both the disposal and the planned method of disposition.

(b) A write-off of a capital asset is required when the annual physical count of assets is

completed and the counts indicate that the Six Nations of the Grand River has fewer assets than are recorded in the accounting records. Directors/Managers/Supervisors will be required to provide a written explanation for the reasons why an asset cannot be accounted for. A summary of all assets written-off and the reasons why, shall be provided to the General Finance Committee by the Director of Finance on a quarterly basis.

(c) Losses of capital assets through either theft or negligence must be reported immediately

to the Director of Finance who will investigate the cause of the loss at the sub-funds expense. Where appropriate the Six Nations of the Grand River insurance carriers will, be notified.

19. BUDGETARY PROCESS, CONTROL AND REPORTING

19.1 The annual budget is the vehicle by which the Council exercises fiscal responsibility and control over expenditures. The objective of this policy is to provide guidance to Six Nations of the Grand River officers and Directors/Managers/Supervisors in the process to be followed in preparing the annual budget and the outgoing monitoring and control of expenditures.

19.2 The annual budget provides the authority to spend and control expenditures within

approved limits.

19.3 Budgetary Cycle (a) The Directors/Managers/Supervisors establishes the annual priorities and budget planning

document which is then communicated to their respective Committees by the end of January.

(b) The Committee would then forward the annual priorities and budget planning document

to the Director of Finance who will then forward to the General Finance Committee for approval by the end of March. (c) Since the budget is the vehicle by which the Six Nations of the Grand River provides the Directors/Managers/Supervisors the authority to spend, it is important that the exercise

of this authority be monitored on a regular basis throughout the year. Actual expenditures should be compared to budgeted expenditures on a regular basis and significant variances investigated and explained. The Directors/Managers/Supervisors are ultimately responsible for the monitoring and control of expenditures charged against their budgets. The following are the steps that have been established to ensure effective monitoring and control of budgets.

19.3.1 Monthly Reporting (a) By the end of each month the sub funds will make available (See Appendix "F") to

each of the Directors/Managers/ Supervisors a detailed budget report setting out both the previous month and year to date actual and budgeted expenditures and variances of actual expenditures from budget.

(b) The Financial Control Officer/Financial Controller/Bookkeeper will make changes to

the monthly budget reports as requested by the Directors/Managers/Supervisors and prepare a summary budget report for the sub fund setting out both the previous month and year to date actual and budgeted expenditures by sub fund with explanations of all significant variances.

19.3.2 Quarterly Reporting (a) By the end of the month following the end of each quarter, the Financial Control

Officer/Financial Controller/Bookkeeper will provide to each of the Directors/Managers/Supervisors a detailed budget report setting out both the previous month and year to date actual. and budgeted expenditures and variances of actual expenditures from budget.

(b) Within five working days of receiving the monthly report, the

Directors/Managers/Supervisors will review the reports with the Financial Control Officer/Financial Controller/Bookkeeper and review any discrepancies noted or any changes required and explanations for all budget variances.

(c) The Financial Control Officer/Financial Controller/Bookkeeper will make changes to

the monthly budget reports as requested by the Directors/Managers/Supervisors and using the budget variance explanations received from the Directors/Managers/Supervisors prepare a summary budget report for the sub fund setting out both the previous month and year to date actual and budgeted expenditures by sub fund. This report will provide comments on significant budget variances, action plans to bring these variances under control, areas of concern and recommendations for budget revisions.

(d) By the month end following each quarter the Directors/Managers/Supervisors shall

provide the Committee a copy of the budget summary and the budget analysis. (e) A Committee meeting should then be convened to review these reports and approve

action plans to bring variances under control and to approve revisions to budgets. (f) Following the Committee meeting all approved budget revisions are communicated to

the Director of Finance. The Director of Finance will then revise the budgets accordingly and if necessary present the revised budget to the General Finance Committee.

19.3.3 Budgetary Revisions (a) Revisions to budgets which will result in the addition of expenditure line items that

were not in the original approved budget (e.g., a new program activity) must be approved and documented through a resolution at Committee level for approval by General Finance.

NOTE: It is the responsibility of the governing political body (Six Nations Council) to assist the individual entities to identify, access and secure the dollars to meet their budget requirements.

(b) When it becomes apparent that budgets are projected to be overspent it is the

responsibility of the Directors/Managers/Supervisors to advise the Committee and provide a deficit recovery plan to the Director of Finance immediately.

19.3.4 Funds (from a particular program) surplus at year end will remain in the Six

Nations of the Grand River account to apply against the cost of this program in the ensuing year.

19.3.5 Year-End Requirements In order to accurately reflect the result of the Six Nations of the Grand River

operations in its’ year-end financial statement it is important that all liabilities existing at the March 31st fiscal year-end for work performed, goods received, services rendered or other items are recorded in the accounts.

20. CASH MANAGEMENT AND SECURITIES POLICY See Appendix "F". 21. ACCOUNTING

21.1 Bank reconciliations are to be prepared for the end of each calendar month, upon receipt of bank statements and cancelled cheques from the bank, by the 15th of the proceeding month. All bank reconciliations are to be reviewed by the respective Directors/Managers/ Supervisors.

21.2 Monthly financial statements in the format prescribed by Six Nations of the Grand

River Council shall be prepared from the information contained in the General Ledger after completion of postings for the month.

These statements are to include actual receipts and expenditures for the month and are to show a comparison of current balances for each activity with budget estimates.

21.3 Monthly listings of Accounts Receivable and Accounts Payable are to be prepared

and reconciled to the General Ledger control accounts where applicable. 22. CORPORATE CREDIT CARDS

22.1 Six Nations of the Grand River recognizes that Councillors and staff frequently travel and acquire many expenses when conducting Council business and that conducting Council business necessarily leads to Council expenses. However not all expenses are covered by Council, but under certain terms and conditions some expenses will be reimbursed by Council. Council also recognizes the necessity and convenience of having a credit card when conducting Council business. The following lists terms and conditions where expenses will be covered by Council. Council also recognizes the convenience and ease of using credit cards to cover expenses. The use of credit cards for expenses allows for no cash outlay and an itemized list of expenses and a ready receipt for purchases. However, credit use is a privilege allowed by Council which is subject to abuse. Therefore Council feels there is also a need to develop appropriate rules and guidelines for credit card use.

22.2 The Authority to modify the authorized credit card user list (Appendix "H') is

delegated to the Director of Operations. The Director of Finance will be responsible for approving all credit card expenditures within the limits set by the financial regulations. The authority to modify this policy is with the General Finance Committee.

22.3 The following will apply to authorized persons conducting Six Nations of the Grand

River business unless directed otherwise by Chief and Council. These are the standards that are needed for conducting Six Nations of the Grand River business and accumulating expenses. Theses standards must be equitable for all and applied equally when conducting Six Nations of the Grand River business:

I Only authorized expenses will be reimbursed by Six Nations of the Grand River

under the terms and conditions listed herein.

II Receipts or documentation must be provided to the Director of Finance in order to have a valid claim for expenses unless otherwise exempted herein.

III Authorized expenses are the actual and reasonable expenses normally covered by

Six Nations of the Grand River for authorized persons conducting Six Nations of the Grand River business. The terms and conditions for use, outlined below, shall apply to all persons on Six Nations of the Grand River business or as authorized by Six Nations of the Grand River resolution.

IV Credit Cards must only be used for authorized business expenses. The terms and

conditions for use will be listed herein and will apply to all authorized users. V Personal use of the cards will not be allowed. VI Receipts must always be provided to the Finance Director for all Six Nations of the

Grand River credit card charges.

VII Only authorized users as listed in Appendix "G" may use Six Nations of the Grand River credit cards.

VIII Any use other than stipulated must be approved by Six Nations of the Grand River. Ix All Credit Card receipts/invoices MUST be submitted to the Finance Department

` weekly. Travel advances must be reconciled within 15 days after return from travel.

X Credit cards must not be used for "cash advances". XI If cards are abused then they must be turned in on request by the Director of

Finance. XII Cards that are lost or stolen must be reported immediately to the Director of

Finance. This will ensure notice to the proper authorities. XIII Whenever there is a Six Nations of the Grand River Nomination and a Chief or

Councillor is not nominated they cease to be an authorized user and must return their card to the Finance Director immediately.

XIV Expenses other than listed must be approved by Six Nations of the Grand River

Resolution. XV When notice in writing, revoking credit card privileges, is given to an authorized

credit card user, the users privileges cease and the card must be turned in to the Director of Finance immediately upon receipt of such notice. An appeal may be made to the Director of Operations who will make a final decision on the matter.

XVI The privileges may be reinstated at a later date at the discretion of the Director

of Operations.

XVII An updated list of authorized credit card holders will be issued by the Director of Finance annually.

23. AUDIT

23.1 A yearly audit is to be conducted of the records of the Six Nations of the Grand River. The Six Nations of the Grand River shall be responsible for the submission to the Department following the end of the fiscal year, March 31st, the audited financial statements in triplicate reporting the financial position of the Six Nations of the Grand River as at March 31. Submission to be no later than June 30th.

23.2 The auditor is engaged by the Six Nations of the Grand River by means of an annual

engagement letter signed by the Chief. 23.3 The following terms of reference shall apply to the audit appointment:

a. The financial statements shall report all Six Nations of the Grand River financial activities.

b. The auditor shall have the right of access at all reasonable hours to the accounting

records, supporting vouchers and documents, including minutes of Six Nations of the Grand River meetings, as they are entitled to require from the Six Nations of the Grand River staff and members of Six Nations of the Grand River and any Committee thereof such information and explanations as in their opinion is necessary to enable them to carry out the audit.

c. The examination shall be in accordance with generally accepted auditing standards and

shall include a general review of accounting procedures and such tests of accounting records as the auditor considers necessary in the circumstances.

d. The financial statements shall be prepared on the accrual basis and in accordance with

generally accepted accounting principles and are to consist of:

1. Balance Sheet and Statement of Revenue and Expenditures for each Six Nations of the Grand River sub fund, with budget comparisons where possible.

ii. Details of Surpluses and/or Deficits for each funded program.

iii. A consolidated Balance Sheet and Statement of Revenue and Expenses. 23.4 The consolidated audited financial statements shall be signed by the Chief and Director of Finance

and its acceptance recorded through a Six Nations of the Grand River Resolution. The statements shall be available for examination during office hours to any Six Nations Band Member at the Six Nations Administration Building; subject to conditions that may be required by Council from time

to time. The consolidated audited financial statements are not to be provided to the Department The Department will receive supplemental financial statements.

23.5 The Director of Operations and the Director of Finance, shall review and may implement the

recommendations made by the auditors. 24. RESPONSIBILITY FOR OBSERVANCE OF FINANCIAL REGULATIONS

The Chief, Council and all employees of the Six Nations of the Grand River are responsible for ensuring compliance with this Financial Management Policy.

25. AMENDMENTS TO FINANCIAL REGULATIONS

This Financial Management Policy may be amended by a two-thirds majority vote of the elected Six Nations Council of the Six Nations of the Grand River.

APPENDIX "A" SIGNING AUTHORITIES Council Director of Finance Director of Operations

Financial Controller Elected Chief Councillor Welfare Caseworker Personnel Manager Public Works Director of Public Works Executive Secretary School Maintenance Supervisor Housing Housing Administrator Programs Administrator Membership Manager (Plus Council's signatories) Lands Research Researcher 1 Administrator (Plus Council's signatories) Daycare Daycare Supervisor (Plus Council's signatories) Welfare Welfare Administrator Diane C. Hill, Welfare Caseworker Irene M. Williams, Welfare Caseworker Kimberly Bomberry, Welfare Caseworker (Temporary-Covering a Maternity Leave) (Plus Council's signatories) Bingo Manager Assistant Manager (Plus Council's signatories)

APPENDIX "B" Pg I 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors Balance Sheet Accounts: 10001 PETTY CASH 10001 10100 CASH ON HAND 10100 10150 BANK GENERAL 10150 10151 BANK - #1 10151 10152 BANK - #2 10152 10153 BANK - #3 10153 10154 BANK - #4 10154 10155 BANK - #5 10155 10156 BANK - #6 10156 10157 BANK - #7 10157 10158 BANK - #8 10158 10159 BANK - #9 10159 10160 BANK - #10 10160 10161 BANK - #11 10161 10162 BANK - #12 10162 10163 BANK - #13 10163 10164 BANK - #14 10164 10165 BANK - #15 10165 10900 INVESTMENTS TERM DEPOSITS 10900 10910 INVESTMENT 10910 11010 A/R DINA CONTROL 11010 11020 A/R CEIC 11020 11030 A/R GRETI 11030 11040 A/R NATIONAL HEALTH & WELFARE 11040 11050 A/R OTHER FEDERAL AGENCIES 11050 11100 A/R PROVINCIAL 11100 11200 A/R C.R. SEARS 11200 11210 A/R H. C. PEATSON 11210 11220 A/R MOHAWK CHAPEL 11220 11300 A/R OTHER 11300 11301 ACCRUED A/R 11301 11302 A/R L & H ADVANCES 11302 11303 A/R NPAAMB 11303 11305 ALLOWANCE FOR DOUBTFUL ACCTS 11305 11500 G.S.T. PAID ON PURCHASES 11500 11510 G.S.T COLLECTED 11510 11520 PROVINCIAL SALES TAX PAID 11520 12010 INVENTORIES 12010 13010 PREPAID SALARIES 13010 13020 PREPAID BENEFITS 13020 13030 PREPAID EXPENSES 13030 13100 PREPAIDS OTHER 13100 13310 DUE TO CAP REPLACE RES FUND 13310 13315 DUE TO WATER/SEWER COMMITTEE 13315 14000 FIXED ASSET 14000 Errors #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B.S. Range #-4 Group Code Wrong Type

Pg 2 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 14005 ACCUM DEPRECIATION #1 l4005 14010 FIXED ASSET 14010 14015 ACCUM DEPRECIATION #2 14015 14020 FIXED ASSET 14020 14025 ACCUM DEPRN FURN & EQUIP 14025 14030 FIXED ASSET 14030 14035 ACCUM DEPRN VEHICLES 14035 14040 FIXED ASSET 14040 14045 ACCUM DEPRN COMPUTER 14045 14050 FIXED ASSET 14050 l5000 DUE TO/FROM SIX NATIONS COUNCIL 15000 15001 DUE TO/FROM PAYROLL 15001 15005 DUE TO/FROM COMMUNITY HALL 15005 15010 DUE TO/FROM SOCIAL SERVICES 15010 15011 DUE TO/FROM NATIVE LITERACY 15011 15012 DUE TO/FROM CORRECTIONS 15012 15013 DUE TO/FROM HOME SUPPORT 15013 15014 DUE TO/FROM DAY CARE 15014 15020 DUE TO/FROM HOUSING 15020 15021 DUE TO/FROM IROQUOIS ESTATES 15021 15030 DUE TO/FROM PUBLIC WORKS 15030 15038 *DUE TO/FROM EDUCATION PROGRAM 15038 15039 DUE TO/FROM H. C. PEATSON 15039 15041 DUE TO/FROM H. C. PEATSON 15041 15042 DUE TO/FROM RUBY SEARS 15042 15043 DUE TO/FROM CHIEFSWOOD MUSEUM 15043 15044 DUE TO/FROM HEALTH SERVICES 15044 15049 DUE TO/FROM TOURISM BLDG PROJ 15049 l5050 DUE TO/FROM ECONOMIC DEVELOPMT 15050 15051 DUE TO/FROM TOURISM 15051 15052 DUE TO/FROM FORESTRY 15052 15053 DUE TO/FROM EMPOYMENT & ECON 15053 15058 DUE TO/FROM AQUACULTURE 15058 15065 DUE TO/FROM IROQUOIS VILL CTR 15065 15066 DUE TO/FROM SN COMMERCL BLDGS 15066 15067 DUE TO/FROM EAGLE'S NEST BC 15067 15068 DUE TO/FROM SN EMPLOY/BUS CTR 15068 15070 DUE TO/FROM SPECIAL SERVICES 15070 15073 DUE TO/FROM SCHOOL "A" 15073 15074 DUE TO/FROM SCHOOL B 15074 15075 DUE TO/FROM GANOHKWA SRA 15075 15076 DUE TO/FROM NEW DIRECTIONS 15076 15077 DUE TO/FROM LIBRARY 15077 15078 DUE TO/FROM S. N. NATURAL GAS 15078 15079 DUE TO/FROM RESEARCH 15079 15080 DUE TO/FROM RECORDS MANAGEMENT 15080 15081 DUE TO/FROM POST SECONDARY 15081 Errors #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B.S. Range #-4 Group Code Wrong Type

Pg 3 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 15082 DUE TO/FROM COM. EDUC. PROJECT l5082 15083 DUE TO/FROM ARENA 15083 15085 DUE TO/FROM IROQUOIS LODGE 15085 15087 DUE TO/FROM YOUTH LODGE 15087 15089 DUE TO/FROM RECREATION 15089 15090 DUE TO/FROM WOODLAND CENTRE 15090 15091 DUE TO/FROM NATURAL GAS 15091 15094 DUE TO/FROM OHKWA:RI 15094 15096 DUE TO/FROM SN GEO SYSTEMS 15096 15099 DUE TO/FROM S.N. BINGO HALL 15099 15100 DUE TO/FROM COMMUNITY HALL 15100 17000 LONG TERM RECEIVABLE 17000 17100 CAPITAL OUTLAY 17100 17200 RESERVE FUNDING 17200 17300 CONTINGENCY RESERVE 17300 17400 CASH RESTRICTED 17400 20010 BANK LOANS/OVERDRAFT 20010 21010 ACCOUNTS PAYABLE 21010 21020 RESIDENT TRUST LIABILITY 21020 21100 SHORT TERM PAYABLES 21100 21110 UNEXPENDED BALANCE - AGR REC 21110 21111 UNEXPENDED BALANCE - REN/ADD'L 21111 21112 UNEXPENDED BALANCE - S. P. LOAN 21112 21113 UNEXPENDED BALANCE - S. P. GRAN 21113 21114 UNEXPENDED BALANCE - FIRE FUND 21114 21115 UNEXPENDED BALANCE - LEND LOAN 21115 21116 UNEXPENDED BALANCE - S.R. LOAN 21116 21117 UNEXPENDED BALANCE - S.R. GRAN 21117 21118 UNEXPENDED BALANCE - R.R.A.P. 21118 21119 UNEXPENDED BALANCE - SANITATlO 21119 21150 LEAD GOVERNMENT ASSISTANCE 21150 21151 NEDP GOVERNMENT ASSISTANCE 21151 21152 INAC GOVT ASSISTANCE IEDF 21152 21153 INAC GOVT ASSISTANCE ARCH 21153 21154 PROVINCIAL CAPITAL GRANT 21154 21170 ACCUM AMORTIZATION LEAD 21170 21171 ACCUM AMORTIZATION NEDP 21171 2ll72 ACCUM AMORTIZATION IEDF 21172 21173 ACCUM AMORTIZATION INAC 21173 21174 ACCUM AMORTIZATION PROV COUNC 21174 22010 SALARIES PAYABLE 22010 22015 VACATION PAY PAYABLE 22015 22020 UIC PAYABLE REG - VGY170730 22020 22030 UIC PAYABLE ADJUSTED-LTP478515 22030 22040 CPP PAYABLE REGULAR-VGYl70730 22040 22050 CPP PAYABLE ADJUSTED-LTP478515 22050 22100 INCOME TAX-VGYl70730 22100 Errors: #-1 Group Code Not: on File #-3 Group Code Not in P & L Range #-2 Group Code Not: in B. S. Range #-4 Group Code Wrong Type

Pg 4 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 22105 INCOME ADJUSTED-LTP478SlS 22l05 22110 LIFE/HEALTH INSURANCE DEDUCT 22l10 22112 SEMI FLEX BEN PAYABLE 22112 22115 BLUE CROSS DEDUCTIONS PAYABLE 22115 22120 PENSION PAYABLE 22120 22125 WORKMENS COMPENSATION PAYABLE 22125 22130 CANCER PREMIUM DEDUCT PAYABLE 22130 22135 HOUSING LOANS DEDUCT PAYABLE 22135 22140 DAYCARE DEDUCTIONS PAYABLE 22140 22145 CANADA SAVINGS BOND DEDUCT PAY 22145 22150 PAYROLL SAVING DEDUCT PAYABLE 22150 22155 SUPPORT PAYMENT PAYABLE 22155 22160 COMPUTER PURCHASE DEDUCTION 22160 23005 UNEARNED REVENUE 23005 23010 ACCRUED SALARIES 23010 23020 ACCRUED AUDIT 23020 23030 ACCRUED OTHER 23030 23040 SPONSOR ORGZ TRUST LIABILITY 23040 23050 COMMUNITY FUND TRUST LIABILITY 23050 24010 LOANS PAYABLE 24010 24015 INTEREST PAYABLE 24015 24020 LONG TERM DEBT 24020 24040 KEY DEPOSIT WATER SYSTEM 24040 24050 CUSTOMER DEPOSITS 24050 24060 METER RENTALS 24060 25000 ROYAL BANK DEMAND LOAN 25000 25010 COMMON SHARES 25010 25100 ECONOMIC DEV FUND LOAN PAYABLE 25100 25200 ECONOMIC DEV COMM LOAN PAYABLE 25200 29010 FUND BALANCES 29010 29012 FUND BALANCE 29012 29014 FUND BALANCE 29014 29016 FUND BALANCE 29016 29020 SURPLUS/DEFICIT 29020 29030 DEPRECIATION 29030 29035 PREVIOUS YEAR DEFICIT 29035 29040 CONTRIBUTED SURPLUS 29040 29050 RETAINED EARNINGS 29050 Profit & Loss Accounts: 30100 REVENUE FEDERAL DINA 30100 30101 OTHER FEDERAL REVENUE - TRUST 30101 30105 REVENUE FEDERAL NATIONAL HEALT 30105 30110 REVENUE FEDERAL CANADA EMPLOYM 30110 30115 SHORT STAY 30115 30120 REVENUE FEDERAL CMHC 3Ol20 Errors #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B.S. Range #-4 Group Code Wrong Type

Pg 5 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 30190 REVENUE FEDERAL OTHER 30190 33100 REVENUE PROVINCIAL COMSOC 33100 33110 REVENUE PROVINCIAL MTO 33110 33120 REVENUE PROVINCIAL SOLICITOR 33120 33130 REVENUE PROVINCIAL EDUCATION 33130 33135 ATTENDANT CARE REVENUE 33135 33140 REVENUE PROVINCIAL NATIVE CB 33140 33150 REVENUE PROVINCIAL ONAS 33150 33160 REVENUE PROVINCIAL ICO 33160 33170 REVENUE PROVINCIAL OTHER 33170 33180 REVENUE - LOAN PROCEEDS 33180 35100 FUND REVENUES - BAND 35100 37100 OTHER REVENUE GRETI 37100 37110 OTHER REVENUE JOBS ONTARIO 37110 37120 OTHER REVENUE CHIEFS OF ON 37120 37130 OTHER REVENUE MISCELLANEOUS 37130 37131 OTHER REVENUE USERS FEE 37131 37135 DONATION REVENUE 37135 37140 OTHER REVENUE ADMIN FEES 37140 37145 OTHER REVENUE - SNEDF 37145 37150 OTHER REVENUE NPAAMB 37150 37180 OTHER REVENUE INTERNAL 37180 37182 OTHER REVENUE INTERNAL 37180 37184 OTHER REVENUE INTERNAL 37180 37186 OTHER REVENUE INTERNAL 37180 37188 OTHER REVENUE INTERNAL 37180 37189 MINI GAME CARD SALES 37189 37190 REVENUE - INTEREST EARNED 37190 37195 REVENUE - OTHER 37195 37200 REVENUE FROM FUND EVENTS 37200 38100 REVENUE DEFERRED 38100 38101 REVENUE DEFERRED - RECREATION 38101 38104 REVENUE DEFERRED PREVIOUS YRS 38104 39900 EXPENSE RECOVERY 39900 40010 SALARY/WAGES FULL TIME 40010 40015 SALARY/WAGES PART TIME 40015 40020 OVERTIME SALARIES/WAGES 40020 40025 UNEMPLOYMENT INSURANCE 40025 40030 LIFE & HEALTH INSURANCE 40030 40050 PENSION 40050 40055 BLUE CROSS 40055 40060 WORKERS COMPENSATION 40060 40065 VACATION PAY 40065 40070 CANADA PENSION PLAN 40070 40075 EMPLOYEE TRAINING 40075 40077 CLIENT TRAINING 40077 40080 CASUAL/CONTRACT/RELIEF 40080 Errors: #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B.S. Range #-4 Group Code Wrong Type

Pg 6 01/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 41000 GENERAL WELFARE DISBURSEMENTS 41000 42100 HEATING & AIR CONDITIONING 42100 42102 HEATING & A/C SERVICE FEE 42102 42150 HYDRO 42150 42152 HYDRO SERVICE FEE 42152 42155 HYDRO REBATES 42155 42200 OPERATIONS & MAINTENANCE 42200 42210 RESTORATION 42210 42220 STORAGE 42220 42250 TELEPHONE 42250 42252 TELEPHONE SERVICE FEE 42252 42300 WATER 42300 42302 WATER SERVICES FEE 42302 42350 REPAIRS 42350 42400 CLEANING 42400 42410 CLEANING SERVICE/LINEN 42410 42420 TREE PLANTING EXPENSE 42420 42450 OPERATIONAL SUPPLIES 42450 42500 GARBAGE DISPOSAL 42500 42550 RENT 42550 44001 RECREATION - OTHER EXP 44001 44002 PUBLIC WORKS - OTHER EXP 44002 44100 HONORARIA 44100 44102 SCHOLARSHIP AWARDED 44102 44105 DONATIONS 44105 44107 EXPENSES - MOW'S 44107 44108 EXPENSES - USER FEES 44108 44109 TRANSFERS 44109 44110 TRAVEL EXPENSES 44110 44115 MILEAGE ALLOWANCES 44115 44116 ACCOMMODATIONS EXPENSE 44116 44117 INCIDENTALS EXPENSE 44117 44120 TRAVEL ALLOWANCES 44120 44122 RELOCATION/MOBILITY 44122 44125 OFFICE SUPPLIES 44125 44130 COURIER SERVICES 44130 44135 POSTAGE 44135 44138 DUES & SUBSCRIPTIONS 44138 44140 SUNDRY 44140 44145 SECURITY 44145 44155 LEGAL FEES 44155 44160 PROFESSIONAL FEES 44160 44161 BINGO LICENCE FEES 44161 44162 AUDIT FEES 44162 44165 BANK CHARGES 44165 44168 DEPRECIATION EXPENSE 44168 44170 INTEREST EXPENSE 44170 Errors: #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B. S. Range #-4 Group Code Wrong Type

Pg 7 01/14/00 1234 MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 44175 PRINTING EXPENSES 44175 44177 SIGNAGE 44177 44180 ADVERTISING 44180 44182 SPECIAL EVENTS 44182 44185 FLOWERS 44185 44190 GIFTS 44190 44194 GST EXPENSE 44194 44195 BAD DEBTS 44195 44l96 CASH SHORT/OVER 44196 44200 COFFEE FUND 44200 44205 INSURANCE 44205 44210 COMPUTER SUPPLIES 44210 44213 BUDGET MONITORING 44213 44214 CLINICS 44214 44215 MEETING COSTS 44215 44216 COMMUNITY MEETINGS 44216 44218 GATHERINGS 44218 44219 WORKSHOPS 44219 44220 EDUCATIONAL/TUITION EXPENSES 44220 44222 STUDENT FINANCIAL ASSISTANCE 44222 44225 SCHOOL MONITORS 44225 44230 ELEMENTARY GRADUATION/AWARDS 44230 44232 SECONDARY GRADUATION/AWARDS 44232 44233 SECONDARY GRADUATION AWARDS 44233 44300 ELECTION EXPENSES 44300 44400 PROF/ADMINISTRATIVE DUES 44400 44402 ADMIN SUPPORT 44402 44405 AUDIT EXPENSES 44405 44500 TRANSFER TO BAND OPER. FUNDS 44500 44520 BUSINESS SUPPORT 44520 44525 RESOURCE MANAGEMENT 44525 45010 LEASED OFFICE EQUIPMENT 45010 45015 LAND/BUILDING PURCHASE 45015 45020 COMPUTER EQUIPMENT 45020 45022 COMPUTER SOFTWARE/LICENSES 45022 45025 COMPUTER NETWORKING SYSTEM 45025 45026 COMPUTER REPAIRS 45026 45028 YEAR 2000 COMPLIANCE 45028 45029 Y2K CELEBRATIONS 45029 45030 FURNITURE & FIXTURES 45030 45040 FURNITURE & FIXTURES REPAIRS 45040 45050 EQUIPMENT PURCHASES 45050 45051 PRIOR YEARS DEFICIT 45051 45052 ROADS 45052 45053 IROQUOIS LODGE 45053 45054 ARENA OVERDRAFT 45054 45055 TRUCK LEASE 4SO55 Errors #-l Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B. S. Range #-4 Group Code Wrong Type

Pg 8 0.1/14/00 1234 - MASTER CHART OF ACCOUNTS 14:39 Listing of Chart of Accounts Oper: A.W. Sub-Ledger Group Account Description Code Length Code Errors 45056 RESEARCH DEPARTMENT 45056 45057 JEPP 45057 45060 EQUIPMENT REPAIRS 45060 45061 ENVIRONMENTAL ISSUES 45061 45065 COMMUNITY/SOLIDARITY 45065 45070 TRAIN DERAILMENT 45070 45075 BREAD & CHEESE 45075 45080 ABORIGINAL GAMES 45080 45085 MOHAWK CHAPEL 45085 45090 BAND REP 45090 45095 CHRISTMAS BASKETS 45095 49000 ACCOUNTS PAYABLE DISCOUNTS 49000 49100 DEFICIT REDUCTION EXPENSE 49100 51010 GAS 51010 51015 DIESEL 51015 51020 OIL 51020 51025 VEHICLE PURCHASE 51025 51030 PREVENTATIVE MAINTENANCE 51030 51035 REPAIRS 51035 51040 RENTAL REVENUE 51040 51045 CONTRACTOR 51045 51050 MATERIALS 51050 51055 MACHINE TIME(STATISTICAL ACCT) 51055 51060 MISCELLANEOUS 51060 51065 ENGINEERING 51065 51070 TENDER PREPARATION 51070 51075 CONSTRUCTION INSPECTION 51075 51999 STATISTICAL OFFSET ACCOUNT 51999 52100 PURCHASED MEALS 52100 52105 KITCHEN SUPPLIES 52105 52200 PURCHASED SERVICES 52200 52300 PERSONAL NEEDS 52300 52310 PERSONAL ALLOWANCES 52310 52315 LAUNDRY & LINENS 52315 53000 ALLOCATION TO RESERVE FUND 53000 53100 DEPRECIATION EXPENSE 53100 53101 AMORTIZATION EXPENSE LEAD 53101 53102 AMORTIZATION EXPENSE - NEDP 53102 53103 AMORTIZATION EXPENSE - IEDF 53103 53104 AMORTIZATION EXPENSE - INAC 53104 53105 AMORTIZATION EXPENSE - ECDV 53105 54000 PROGRAM EXPENSES 54000 54050 TOUR EXPENSE 54050 54100 JOB DEVELOPMENT 54100 54150 SHIRTS/CAPS/POSTERS 54150 54151 TRANSLATION 54151 54152 ABORIGINAL CIRCLE 54152 Errors: #-l Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B. S. Range #-4 Group Code Wrong Type

Pg 9 1234 - MASTER CHART OF ACCOUNTS 01//14/00 Listing of Chart of Accounts Oper: A.W Sub-Ledger Group Account Description Code Length Code Errors 54153 JUST SAY NO TO DRUGS 54153 54200 PRIZES AWARDED 54200 54201 CONT. RE PRIZES AWARDED 54201 54202 CONT. SUPER PRIZES AWARDED 54202 54205 SUPER JACKPOT PRIZES AWARDED 54205 54206 MONSTER PRIZES AWARDED 54206 54207 MINI GAME PRIZES AWARDED 54207 54208 CHASERS PAYOUT 54208 54210 LICENCE FEES 54210 54215 MANAGEMENT FEES 54215 54220 SPECIAL EVENTS 54220 54230 BINGO CASH SHORTAGE (AVERAGE) 54230 54240 SPONSOR ORGANIZATION PAYOUTS 54240 54245 COMMUNITY FUND PAYOUTS 54245 54250 BINGO CARD PURCHASES 54250 54260 NEVADA TICKET PURCHASES 54260 54300 CONSTRUCTION COST 54300 54400 ARCHAEOLOGY 54400 54500 MARKETING 54500 54600 PROJECT COORDINATION 54600 54650 RESEARCH ASSISTANT 54650 54700 FACILITATORS 54700 54750 CONSULTANT 54750 55000 CONSTRUCTION - BUILDING 55000 55001 CONSTRUCTION - LANDSCAPING 55001 55002 CONSTRUCTION - APPLIANCES 55002 55003 CONSTRUCTION - MANAGER 55003 55004 CONSTRUCTION - UTILITIES 55004 55005 CONSTRUCTION - ARCHITECT 55005 55006 CONSTRUCTION - INSURANCE 55006 55007 CONSTRUCTION - INTEREST 55007 55008 CONSTRUCTION - AUDIT 55008 55009 CONSTRUCTION - ORG1N EXPENSE 55009 55010 CONSTRUCTION - CONTINGENCY 55010 60100 MAJOR CAPITAL EXPENDITURES 60100 60110 CONCESSION HONORARIUMS 60110 60120 CONCESSION CASH SHORTAGE(OVER) 60120 60200 MINOR CAPITAL EXPENDITURES. 60200 99997 RESIDENT CLEARING 99997 99998 PAYROLL CLEARING 99998 99999 PAYROLL SUSPENSE 99999 Errors: #-1 Group Code Not on File #-3 Group Code Not in P & L Range #-2 Group Code Not in B. S. Range #-4 Group Code Wrong Type

EMPLOYEE INFORMATION 10 Digit Band No. _______________________________________ Date: __________ NAME - First: ________________ Initial: Last:_________________________ BIRTH DATE:____________________ SEX: ______ BAND NO. ___________________ S.I.N. _____________________ MARTIAL STATUS: ___________________________ ADDRESS- STREET: _________________________ CITY: _______________________ PROVINCE: ONTARIO POSTAL CODE: _________________________ TELEPHONE NUMBER: (Area code) _________________________________________ DEPARTMENT & POSITION: ________________________________________________ RATE OF PAY: _________________________ HRS OF WORK: ____________________ DATE STARTED: _____________________ DATE FINISHED: ______________________ G. L. ACCOUNT: ____________________ EMPLOYEE CODE: _____________________ SUPERVISOR'S NAME: ______________________ PHONE NO.: ____________________ OTHER INFORMATION PREVIOUS HISTORY: ______________________________________________________ DEPARTMENT: ________________________ SALARY: __________________________ SPOUSE NAME: ________________________ BIRTH DATE: _______________________ EMERGENCY NOTIFICATION - Name: _________________________________________ Relationship: ____________________________ Telephone No.: __________________ ALTERNATE NAME: ___________________________________________ RELATIONSHIP: _______________________ Telephone No:____________________

APPENDIX "D"

AUTHORIZATION FORM Job Description/Salary/Range

Employee: ________________________________ Dept:_____________________________ Position: _________________________________10 Digit Status #:____________________

JOB DESCRIPTION NEW AMENDED Funding identified for this Job Description? Yes No New Job Description Title:_______________________________________________ Amended Job Description Title:___________________________________________ Effective Date:___________________________________

SALARY ANNUAL INCREASE ADJUSTMENT NOTE:________________ Funding identified for this Salary Amendment? Yes No Current Salary: _______________Salary Adjusted To:________________________ Effective Date:___________________

SALARY RANGE NEW AMENDED Funding identified for this Salary Range Amendment? Yes No Current Salary Range From: ____________________ To:___________________ Amended Salary Range From: ____________________ To:__________________ Effective Date:_______________________________________

AUTHORIZATION

Employee Signature (for acceptance of new job description):___________________________

Department Director/Manager: ____________________________________________________

Director of Operations::___________________________________________________________

Financial Authorization (if required):________________________________________________

Date:_______________________________________

APPENDIX "E"

MONTHLY REPORTING REQUIREMENTS 1. Consolidated balance sheet. This should include comparative figures for the prior

year. 2. Consolidated statement of operations (profit and loss). This should include actual

figures for the month, year to date, budget, and variance from budget to actual.

3. A report to Council from the Fund Administrator indicating the financial highlights of the month. It is not possible for the Finance Department to be as familiar with the sub-funds as the accountants and administrators. This written report is considered to be an essential part of the financial reporting process to Council. The report should include descriptions of any significant activities in the month, explain any large variations from budget, detail any significant budget over-runs that may be expected or variations in revenue/expense that may lead to surplus or deficits at year end along with how these surpluses or deficits will be dealt with.

4. Confirmation of review of the financial statements. To ensure the accuracy of the accounting records, the fund accountant and

administrators are required to review their monthly financial statements prior to submission to the finance department.

As part of this process, the administrator should confirm to the Director of Finance that the financial information has been reviewed in accordance with the Draft Closing Procedures.

The following wording is proposed: "I confirm that I have reviewed the attached financial information for (name of fund) and that the month end procedures have been performed in accordance with the Draft Closing Procedures." _______________________ _________________________ Name of Administrator Date

7. Monthly closing procedures In order for the fund accountants to prepare accurate financial information on a consistent basis, it is necessary for them to carry out certain specified procedures at each month end. The basic purpose of these procedures is to ensure that: (i) all revenue and expense items and journalized transactions have been accurately recorded. (ii) all significant actual to budget variances are adequately explained. (iii) the contents of all balance sheet accounts are properly analyzed. (iv) all sub-ledgers and control accounts (primarily receivables, payables and bank) have been properly reconciled. (y) commitments and contingencies are identified and brought to the attention of the Director of Finance. (vi) changes in financial circumstances (actual or potential) are identified on a timely basis for appropriate action. (vii) year end reporting requirements for financial statement purposes are efficiently addressed on a timely basis. We have prepared a summary of proposed month end and year end closing procedures for your consideration (see Appendix 7).

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures

The monthly closing procedures for all funds should include, as a minimum, the following items:

* A detailed review of all general ledger accounts should be performed by the accountant. All account balances should be supported by documentation (i.e. reconciliations). Unusual balances should be investigated in detail to ensure that amounts are correct. Any errors detected through this review process should be corrected by an adjusting journal entry booked in the current month. Trying to book journal entries in the period to which they relate will reduce the effectiveness of monthly reports since prior period adjustments often receive minimal scrutiny at a senior level. * Monthly financial statements should be prepared for the Administrator, Chief and Council, complete with budget to actual figures. The financial statements should at least include a current balance sheet and a profit and loss statement which shows both monthly and year-to-date figures. Explanations for significant fluctuations from budget/prior year should be documented and retained on file for future reference.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 2 Cash * All bank accounts should be reconciled to the general ledger account. In preparing the reconciliation, the preparer should: - Note the period-end balance from the bank statements. - Obtain from the bank the cancelled cheques for that account for the period. - The cancelled cheques should be sorted numerically. - The cancelled cheques should be agreed to the cheque listing (cheque register) for the period. Any remaining cheques which did not clear the bank in the period are listed as outstanding cheques on the reconciliation. Cancelled cheques written In prior months should be agreed to the outstanding. cheque list on the prior month's bank reconciliation. Any cheques related to previous months which have not cleared the account are also listed as outstanding. - The total of outstanding cheques (current and prior months) is deducted from the balance per bank statement. A list of the outstanding cheques should be attached to the bank reconciliation.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 3 - Deposits shown on the bank statement should be agreed to deposits made in the account during the month. Any remaining deposits in the month not yet reflected in the bank statement are considered to be outstanding deposits and should be added to the balance per bank statement on the reconciliation. - The bank statement should be examined In detail for any unusual items (i.e. items that are not cheques or deposits). Such items would generally include service charges, interest, miscellaneous fees, transfers between accounts, wire transfers, etc. Items which have not been reflected in the Company's general ledger should be recorded by the preparation of a journal entry prior to month-end closing. - The "adjusted bank balance" (period-end balance per the bank statement adjusted for outstanding cheques, deposits, etc.) should be compared to the bank account balance per the general ledger (after reflecting journal entries for unusual items as noted above). If the totals do not agree, the unreconciled difference should be investigated and brought to the attention of the reviewer immediately. Any unusually large unreconciled amounts (i.e. possibly differences greater than $1,000) should also be brought to the attention of the Director of Finance. - Adjustments for reconciling items should be recorded monthly.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 4 - The reviewer should receive the bank reconciliation and all support, including the bank statements, outstanding cheque list and documentation concerning transfers, etc. Items should be vouched to appropriate supporting documents by the reviewer. The reviewer should Initial the reconciliation as evidence that the review process has been completed. * Those funds with a cash receipts log should agree this log to deposit records to ensure that all cash received has been deposited and recorded (note that this should have been performed already on a daily basis throughout the month).

* The cheque log should be reviewed and followed-up for any missing items.

We have provided an example of a standard bank reconciliation for your information. Accounts receivable

* Accounts receivable accounts, including the accounts receivable sub-ledger (if applicable), should be reviewed in detail to ensure that all balances are collectible and that collection efforts are started on overdue amounts.

* Consideration should be given to setting up an allowance for doubtful accounts reserve for any receivables for which collection may be in doubt. Approval should be obtained from the fund administrator before writing off any balances.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 5 * A review of funding agreements should be performed and an accrual established for any funding which is due but has not yet been received. Copies of all funding agreements should be maintained In an easily accessible location for ease of reference.

* Additional accruals should be booked for any amounts that are due (ie. Interest, rents, etc.) but not yet received.

* The accounts receivable sub-ledger should be reconciled to the general ledger control account on a monthly basis prior to issuing the financial statements. Differences should be investigated and resolved on a timely basis. Any unusual reconciling items or unreconcilable differences should be promptly reported to the Fund Administrator and/or Director of Finance as appropriate. For funds where a sub-ledger is not maintained in support of an accounts receivable general ledger account, the account should be analyzed monthly in detail and reconciled to the general ledger. Accounts payable * Accounts payable and accrual accounts should be reviewed in detail by the accountant at month-end. Adjustments should be booked to the general ledger as necessary. Particular consideration should be given to items which have carried over from previous months and which have not yet cleared.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 6 * The accounts payable sub-ledger should be reconciled to the general ledger control account on a monthly basis p4or to issuing the financial statements. Differences should be investigated and resolved on a timely basis. Any unusual reconciling items or unreconcilable differences should be promptly reported to the Fund Administrator and/or Director of Finance as appropriate. * For funds where a sub-ledger is not maintained In support of an accounts payable general ledger account, the account should be analyzed monthly in detail and reconciled to the general ledger. * For payable items that arrive late in the period (ie. after closing the month-end Sub-ledger), or for expenses incurred in the period but not yet received (ie. interest, rents, payroll, etc.), an accrual should be established at month-end. Generally, these accrual entries would be reversed at the start of the next period. Due to/from Council * The accountant should review the monthly activity in the due to/from accounts. Supporting documentation for all items should be obtained from the Finance Department and maintained on file. Any items in dispute should be resolved on a timely basis and the journal entry booked as a current item.

Six Nations of the Grand River Appendix 7 - Draft Closing Procedures Page 7 Revenue/expenses * Funding agreements should be reviewed to ensure that all funding received or due to be received has been recorded. * Expense accounts should be reviewed and compared to previous months/years to ensure that all expenses have been recorded appropriately. Year-end At year-end items in addition to the standard monthly closing procedures will also need to be prepared. Attached is a copy of the standard annual requirements letter which details the additional schedules required for audit purposes

To be completed by each Sub-Fund, Program, Enterprise bookkeeper on a quarterly basis and sent to the Director of Finance within 2 weeks after the end of each quarter complete with all attachments. (Circle One)* 1. FINANCIAL STATEMENTS: (a) Have Financial Statements covering the quarter be prepared, in standard format and submitted to Committee for review? YES NO (b) Does the Statement Of Operations balance with the Trial Balance? YES NO (C) Does The Statement of Operations balance with the Balance Sheet? YES N0 2. TRIAL BALANCE: (a) has a Trial Balance of the General Ledger accounts been taken as at the end of the quarter? YES NO (b) Does the Trial Balance balance? YES NO 3. GENERAL LEDGER: (a) Have all Cash Receipts, Cash Disbursements, Payroll and General Journal entries been balanced? YES NO (b) Have all the journals been entered, verified for correctness batch status reports run, backups completed, and posted to the general ledger? YES NO (c) Have all Cash Receipts, Cash Disbursements Journal Entries for the quarter been properly recorded in the journal books? YES NO 4. BANKING: (Applicable to those having Bank Accounts) (a) Has an accurate Bank Reconciliation Statement been prepared for each bank account for each month in the quarter? YES NO (b) Have the Bank Reconciliation Statement(s) been reviewed by the appropriate individual(s)? YES NO (c) Does the General Ledger Bank Account agree to the Bank Reconciliation Statement(s)? YES NO

(e) Have all restricted monies been set aside in investments? YES NO (f) Have all restricted monies been transferred to the Band Operations Fund? YES NO (g) Has approval been received from the proper authorities to do 4. c, d, and/or e? YES NO (h) Are all Bank accounts setup at CounciI's preferred banker - The Royal Bank in Ohsweken? YES NO If not, why not? 5. DUE TO/FROM (INTERCOMPANY)AND/OR REVENUE AND EXPENSE ACCOUNTS (a) Have all the Due To/From (Intercompany) Accounts between the sub-fund, program, enterprise and the Band Operations Fund been properly reconciled as at the end of the quarter? YES NO AND OR (b) Have all the Revenue and Expense Accounts between the program, and the Council's respective General Ledger Accounts been properly reconciled as at the end of the quarter? YES NO 6. PURCHASES: (a) Have all Cash Disbursements been properly approved by an authorized body or personnel? YES NO 7. PAYROLL: (a) Has the Payroll Journal been reviewed and initialed by the respective Director/Program Manager/Program Administrator Program Supervisor, for all pay periods in the quarter? YES NO (b) Have payroll liability accounts been analyzed and reconciled to ensure correct payments are remitted? YES NO

To/From (Intercompany) Account? YES NO 8. ACCOUNTS RECEIVABLE & ACCOUNTS PAYABLE: (a) Has a list of Accounts Receivable been prepared as at quarter's end (includes approved funding due from funding agencies)? YES NO (b) Has a list of Accounts Payable been prepared as at quarter's end? YES NO (c) Has the Accounts Receivable and Accounts Payable been reflected in the General Ledger Accounts? YES NO 9. VARIANCE: PROGRAM/SUB - FUND/ENTERPRISE/BOARD:

BUDGETED ACTUAL QUARTER QUARTER VARIANCE* %

REVENUE

EXPENSE

___________ ________ _________ ___ SURPLUS/(DEFICIT) __________ _______ ________ ___ BUDGETED ACTUAL

Y-T-D Y-T-D VARIANCE* %

REVENUE

EXPENSE ___________ _________ _________ ____

SURPLUS/(DEFICIT) ___________ _________ _________ ____ (*NOTE: If the Variance is greater that 5% in surplus or greater than 0% in deficit please provide a complete explanation of the cause(s) of the Variance and what action will be taken to remedy the cause of the variance.)

10. CASH FLOW FORECAST: (A) BEGINNING ENDING BALANCE RECEIPTS DISBURSEMENTS BALANCE APRIL, 19 MAY

JUNE

OCTOBER

NOVEMBER

DECEMBER

JANUARY, 19

FEBRUARY

MARCH (b) Have detailed monthly cash flows been provided to the Director of

Finance on a monthly basis showing actual for each month passed and projected to March 31? YES NO 11. ATTACHMENTS: (a) Statement of Operations to the end of the quarter; YES NO (b) Balance Sheet to the end of the quarter; YES NO (c) Trial Balance to the end of the quarter; YES NO (d) General Ledger to the end of the quarter; YES NO (e) Due To/From Intercompany) Account reconciled; YES NO (f) Revenue and Expense Accounts reconciled; YES NO (g) Bank Reconciliation Statement(s) for each bank account; YES NO (h) List of Accounts Receivable to the end of the quarter; YES NO (i) List of Accounts Payable to the end of the quarter; YES NO (j) Detailed Cash Flow. YES NO 12. RECEIVING & REVIEWING OF INFORMATION: PROGRAM/SUB - FUND/ENTERPRISE/BOARD: BANK RECONCILIATION(S) Received YES NO Reviewed by: Director of Finance / / INTER-FUND ACCOUNT

RECONCILIATIONS: Received YES NO Reviewed by': Director of Finance / /

ENTERPRISE/SUB-FUND:_____________________________

FOR THE PERIOD COVERING:_________________________ R E V E N U E S: BUDGETED YEAR-TO-DATE VARIANCE (%) (Y-T-D) $_______ $___________ $__________ E X P E N D I T U R E S: BUDGETED YEAR-TO-DATE VARIANCE (%) _________ ____________ ___________% - - - - - - - - - - - - - - - - - - - - - - - - - - -

S U R P L U S / ( D E F I C I T ) : BUDGETED YEAR-TO-DATE VARIANCE (%) $_______ $_________ $___________ SIGNATURE OF BOOKKEEPER:______________________________________ DATE:___________________________________ SIGNATURE OF DIRECTOR/PROGRAM MANAGER:_________________________ DATE:___________________________________ SIGNATURE OF DIRECTOR OF FINANCE:____________________________ DATE:___________________________________

EXHIBIT I

SIX NATIONS COUNCIL ACCOUNT ANALYSIS ACCOUNTS RECEIVABLE This analysis should be prepared for each program by funding source. Accounts Receivable Revenue Debit (Credit) Debit (Credit) $ $ Balance, April 1, 1994 XXX Payments Received Re 93/94: Month (XXX) Month (XX) Balance NIL Approved Funding for 1994/95 XXX XXX Funding Adjustments, if any +/- +/- Payments Received for 1994/95 Funding: Month (XXX) Month (XX) _____ Balance, March 31, 1995 TOTAL TOTAL _______ _______ Balance per General Ledger: Accounts Receivable (Account No. XXXXXXX) TOTAL Revenue Account No.: XX XXX XX__ TOTAL _____

Note: The above totals should be agreed to correspondence with agencies and Council records.

QUARTERLY INTERNAL CONTROL QUESTIONNAIRE Page 5 QUARTERLY QUESTIONNAIRE: Received YES NO

Reviewed by: Director of Finance / / MANAGEMENT LETTER RECOMMENDATIONS: Completed YES NO

Reviewed by: Director of Finance / / COMMENTS: * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * SUBMITTED BY: REVIEWED BY (PROGRAM/BOARD) / / REVIEWED BY (DIRECTOR OF FINANCE) / / REVIEWED BY (DIRECTOR OF OPERATIONS) / / REVIEWED BY SIX NATIONS COUNCIL / /

APPENDIX "F" CASH MANAGEMENT AND SECURITIES POLICY

This policy has been designed to provide an effective framework for the optimal utilization of cash resources of the Six Nations of the Grand River and the basic need to protect and preserve capital while maintaining the liquidity to meet on-going financial requirements. Therefore, the basic objectives of cash management shall, in order of priority, be as follows: a) Adherence to statutory requirements. b) Preservation of principal. c) Ensuring availability of cash to meet disbursements and other obligations. d) Maintenance of liquidity. e) Diversification of investment portfolio. f). Competitive return on investments commensurate with constraints in a) to e) above. g) Regular review of the effectiveness of the policy in meeting the above objectives. Loans to other Six Nations of the Grand River departments or entities are not to be considered as investments for the purpose of this policy. These types of transactions must be approved by Council and authorized by Band Council Resolution. 1.0 AUTHORITY This policy is based on the authority for investments as provided by the Six Nations of the Grand River Council. 2.0 INVESTMENT QUALITY RESTRICTIONS 2.1 The Six Nations of the Grand River shall not invest in a security offered by a borrower with a bond rating lower than "A". 2.2 The Six Nations of the Grand River shall not invest in securities of financial institutions with a commercial paper rating lower than R-l Low. 2.3 The parent of a Schedule "B" bank must also possess a commercial paper rating of A-1 or P-1 from Standard and Poor or Moody's respectively.

APPENDIX "F" CASH MANAGEMENT & SECURITIES POLICY 3.0 TERM 3.1 Term shall not exceed one year. 3.2 Exception to this are the H. C. Peatson Educational Trust Fund, Ruby C. Sears Memorial Educational Fund and the Education Severance Trust Fund. These funds invest for the long term. 4.0 INVESTMENT TRANSACTIONS AND SAFEKEEPING OF SECURITIES 4.1 Either the Director of Operations or Director of Finance in conjunction with the appropriate Director/Manager of the investing entity shall be authorized to enter into arrangements with banks, investment deals and brokers, and other financial institutions for the purchase, sale, redemption and safekeeping of securities and to execute and sign documents on behalf of the Six Nations of the Grand River and perform all other related acts in the day to day operation of the investment program. The Director/Manager can designate another person who can make a recommendation to the Director/Manager on the appropriate investment. 5.0 DEFINITIONS 5.1 Credit ratings developed by the Canadian Bond Rating Service (CBRS) for government securities (federal, provincial and municipal) AAA Highest Quality

AA Very good quality A Good quality BBB Medium grade BB Lower medium grade B Poor quality C Speculative D Default 5.2 Credit ratings developed by the Dominion Bond Rating Service (DBRS) for non-government securities (banks, trust and loan corporations) R1 Prime credit (High, Middle or Low) R2 Medium grade R3 Below medium grade 5.3 Credit ratings developed by Moody's Investors Service, Inc. and Standard and Poor's Corporation for parents of Schedule ‘B’ Canadian Banks. Moody's Standard & Poor's Highest Quality P-1 A-1 Page 2 APPENDIX "F" DRAFT CASH MANAGEMENT & SECURITIES POLICY 5.4 The following are the six major chartered banks referred to in this policy: - The Royal Bank of Canada - The Canadian Imperial Bank of Commerce - Bank of Montreal - The Bank of Nova Sc6tia - The Toronto Dominion Bank - The National Bank of Canada

5.5 The other banks referred to in this policy include all the banks, except those described in 5.4 above named in Schedule # and `#IT" to the Bank Act (Canada) who qualify under the criteria established in this policy. 6.0 Policy Maintenance #.l The Director of Finance shall develop and maintain suitable procedures which provide for effective control and management of investments and a reasonable assurance that the investments are properly managed and adequately protected. #.2 All cash management transactions shall be properly recorded and interest earnings distributed monthly to the various funds, as the case may be, in accordance with policies and generally accepted accounting principles for the Six Nations of the Grand River. 7. Authorized Securities 7.1 Bonds-Federal, Provincial, Municipal Bonds are direct obligations of the issuing agency. The term is generally for a period of one year or more. These bonds are fully secured and as such are fully registered in the name of the purchaser. Trading of the bonds on the secondary market makes them highly liquid. Municipal bonds are also known as "Debentures'. 7.2 Government of Canada-Treasury Bills Canada Treasury Bills are issued weekly via tender for terms of 91 and 182 days and every second week for a term of 3#S days. Bills are also offered in the secondary market maturing 9n any given Friday Trea3ury bills are issued in bearer form only and are sold at a discount to mature at par. Denominations are $1,000, $5,000, $25,000, $100,000 and $l,000,000.

Page 3 APPENDIX "F" DRAFT CASH MANAGEMENT & SECURITIES POLICY 7.3 provincial Instruments are available from all Canadian Provinces either directly or though various authorities, (e.g.) Ontario' Hydro, issue sort-term notes) in the form of either treasury bills or, promissory notes. Provincial Treasury Bills are issued on a discount basis in denominations of $25,000, $100,000, $500,000 and $1,000,000 (except Newfoundland which has a minimum of $100,000). Terms are 91 days and the bills are generally issued weekly. In addition to treasury bills, promissory n6tes are issued from time to time with varying terms and available in discount or interest bearing form. Instruments are traded heavily on the secondary market and may therefore be readily cashed to ensure liquidity 7.4 Municipal Municipalities may from time to time issue pr6missory notes against the credit of the municipality for varying lengths of time. The notes are generally issued by upper tier municipalities in discount form and trade on the secondary market. 7.5 Banks and Trust Companies 7.5.1 Bearer Deposit Notes - These instruments are

obligations that are secured by the general credit of the issuing bank. BDN's are sold at a discount to mature at par. Terms to maturity can vary from one week to one year. The minimum amount for investment is $100,000 and BDN's trade actively in the secondary market. 7.5.2 Banker's Acceptances - These instruments are essentially a commercial bank draft drawn by a borrower for payment on a specified date and "accepted" by the bank, in other words, bank assumes risks. BA's are issued in discount form with a typical term not exceeding one year. BA's are usually denominated in multiples of $100,000 and are widely traded and extremely liquid. 7.5.3 Swapped Deposits - A swapped deposit is essentially an investment package comprlsed of a foreign pay (generally $U.S.) deposit and at: a matching foreign exchange contract Page 4 APPENDIX "F" CASH MANAGEMENT & SECURITIES POLICY In a "swap", the investor's Canadian dollars are exchanged into $U.S. which are then used to purchased a $U.S. bank certificate of deposit (generally a minimum of $5 million U.S.#. At the same time the forward or exchange rate at maturity ($U.S. Canadian) is purchased thus locking in the Canadian yield. (In a swap deposit the currency

exposure is nil) . This instrument is available in interest bearing form only and is for all intents a fixed term investment of less than one year. 7.5.4 Mortgage Certificates - The certificates are promises made by the chartered banks, or their wholly owned and controlled subsidiaries, to pay to the registered holder the principal sum purchased, plus interest accrued at a fixed rate on a pre-determined date. The principal is used to finance the bank's/subsidiaries' holdings of first mortgages and the securities are unconditionally guaranteed by the banks. The certificates which are usually in amounts of $1,000 upwards in increments of $100, are transferable but not redeemable before maturity. 7.5.5 Certificates of Deposits, Term Deposits & Guaranteed Investment Certificate# - These instruments are available in interest bearing form only and as such are generally registered in the name of the purchaser. Liquidity is virtually non-existent and due to the lack of a secondary market therefore these instruments become non-transferable fixed term investments. 7.5.6 Commercial Paper (CP) - Is an unsecured promissory note issued by a corporation. Companies issue CP because it provides greater financial flexibility and allows them to finance seasonal cash flow and working capital need at lower rates than conventional bank borrowings. Lenders (purchasers or investors; buy CP because this type of investment provides a superior return compared to other alternatives, such as

Treasury Bills or BAs.

APPENDIX "F" CASH MANAGEMENT & SECURITIES POLICY Investments in Commercial Paper are considered secure for a variety of reasons. The companies who issue the notes are generally large and mature. Many CP programs are backed by bank lines of credit to Support the credit of the CP.

APPENDIX "G" CORPORATE CREDIT CARD LIST Name Title

Chief Elected Chief Councillors 12 Elected Councillors Debra Vyse Financial Controller Ruby Jacobs Manager of Health Services Dufferin Davis Technical Services Manager Arliss Skye Director of Social Services Dr. Paulette Tremblay Senior Executive Officer Peter Martin Policy Analyst Director of Lands Research Brenda MtPleasant Day Care Supervisor ***List updated on October 15, 2002 by Paula Hill. Please inquire with the Finance Department for confirmation of this list **