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The following manuals index provides the reader with the overview of those extensive business practices employed by HMG in each of its hotels. Please upgrade your browser to improve your experience and security. I also want to clear the air on policy vs. procedure. The big brands have resources to get the job done but the smaller brands and management companies do not have the same bandwidth. It is a project that always gets kicked down the calendar to another month or quarter. Check out another article I have written on why creating a hotel accounting policy manual is so challenging: My client on this assignment was confused about some of those details at the start of our project. Making the task more difficult by piling on more information is a common mistake and, in this case, it is an error we want to avoid. I explained this to my client and it took a little time to get him on the same page as me. Once we broke through this barrier it was much smoother sailing. Policies and procedures are very different and mixing the two together is not a productive exercise. I think a little explanation is required here. They are the dos and don’ts of your company. The policies are the black and white structure you want in place so people can clearly see the rules of the financial road. Understanding these rules completely is the first step to compliance. Making the rules simple, clear and understood is the key to creating a strong financial culture in your hotel and hotel company. You also want concise policies so you have the basis for an effective internal control review process. More on setting up and using an internal control review process is coming in a future article. The policy is clear and concise. The policy reader knows what the expectation is. Procedures are important but not as they relate to creating and maintaining the policy.
http://www.incibit.eu/userfiles/how-to-drive-a-manual-pickup-truck.xml
In the above example, if we were to include the procedures we would have three problems: Do I start with clearing my outstanding checks or deposits in transit or credit cards. Do I use an electronic system that the bank provides to clear the checks or do I do it manually in my system. How do I receive my chargebacks, online or in the mail. What about my deposits in transit, do I use a service that delays my deposits or do I deliver the funds directly to the bank? Who has the best process to follow to do a bank reconciliation. I am willing to bet you if we get five hotel accountants in a room to discuss the best way to complete a bank reconciliation, we are going to have at least six different opinions. When technology procedures change quickly—depending on where you are located—these changes are not always available at the same time. If I incorporate procedures into my policy, I will have a consistency challenge. “Oh, we don’t do that part because our system is not on the latest version.” This is exactly what you want to avoid with your policy—any wiggle room. You do not want procedures mixed in with your policies. A great example of this for me was the manual we used to load data from our GL into the financial reporting engine. In our company we had a binder I would hall out and reference monthly to load the data into whatever category I was using. The procedures in the book changed often and—depending on what GL system we had—there were different instructions. The policy was a different matter. The policy was all GL data loaded into the system verified using the retained earnings in the current period. A print screen from both systems was required to be attached to the sign-off sheet, approved by the Controller monthly. Do not confuse policy with the procedure. You will make your manual much more effective and useful if you avoid this common mistake. Creating a policy manual will also be much simpler if you do not include procedures.
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We had been working on financial statement design issues when he told me their company did not have a policy on recording hours worked in the general ledger. A bit more discussion revealed that his hotel company did not have a completed accounting policy manual. All they had were a bunch of memos. This is fairly common. I suggested I could help him create a custom policy manual for his hotels. “How?” he asked. I told him I had worked with other clients and had developed a standard set of hotel-specific accounting policies. More than 500 different policies in 30 different sections. Every other week I sent him three sections of the manual via email—approximately 50 different policies. His job was to review those standard policies and think about how he wanted things changed or not for his business. We then convened a call and one-by-one we reviewed the policies and he told me what he wanted to be changed. We discussed these changes so we were both clear on what he wanted. I recorded the calls. I then listened to the recording and edited the standard policies with his changes. I then sent them back to him and now we were in action. He liked this because we were making progress in a way that allowed him to see and tailor each piece. Before you know it we had his company policy manual completed. A little reading and some review on his part and he received a policy manual that was customized to his needs. I used Word and a standard template with his hotel company logo. These policies are now his policies. I also advised him throughout the process on what works or not and what to look out for on hotel accounting policy creation. He also asked for a few additional policies that I did not have. We created these new policies specifically for him. He also asked that some of my policies not be included because they were not relevant to his business. This was a custom job. We completed the project using only 10 calls.
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Learning and applying the necessary financial leadership skills is the fast track to greater career success and increased personal prosperity. I significantly improve individual and team results with a proven return on investment. Press Control-Home together to return to the top of the page. Press Control Home at any time to bring the cursor back to the top of the Index. Page 3 of 19 HOTEL ACCOUNTING POLICY AND PROCEDURE MANUALSECTION: AP NUMBER: 102 PURCHASE REQUISITIONS AND PURCHASE ORDERS APPROVED: CFO Signature POLICY: It is the policy of the hotel to require the issuance of an approved purchase order prior to ordering any goods or services for the hotel. PROCEDURE: For a complete illustration of the entire purchasing and receiving process, please review the flowchart on Illustration AP-1. The procedures below assume a paper PO system, but the same principles apply to an electronic system. 1) After determining if funds are available for the purchase of goods or services, (see SOP AP 100 Checkbook Accounting), a Purchase Requisition is completed by the person requesting the purchase. A Purchase Requisition details the information necessary to make a purchasing decision as follows: a) Vendor information including name, address and phone or e-mail contact information.Cost of freight, sales tax, duties and the total cost of this purchase.On the purchase requisition, the fund availability area shows the checkbook prior balance, amount of this purchase, and balance remaining after this purchase. If adequate funds are not available, an explanation of which account category was reduced in order to increase the funds available for this purchase. The PO is simply a purchase requisition that is fully signed and is assigned a Purchase Order Number. Nothing may be ordered by the hotel (excluding exceptions noted above) without a signed purchase order.
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The hotel reserves the right to refuse delivery of any good or service for which a signed purchase order has not been completed. (See also SOP AP-125 Vendor Letters.) 7) The Purchase Order is now routed to the Accounts Payable department for distribution of copies: a) Copy 1 (Original) is routed back to the originator to facilitate purchasing the items. The vendor should be sent a copy of this purchase order.The following products or services are typically ordered by the following individuals: 5 of 19 Page HOTEL ACCOUNTING POLICY AND PROCEDURE MANUAL Product or Service Food and Beverage consumable products Food and Beverage Linen, China, Glass, Silver Rooms Linen and Glassware Department Other Expenses Maintenance Contracted Services Capital Goods Who Orders. PRIMARY CONTROL IMPLEMENTATION AND RESPONSIBILITY: It is the booking Sales Manager's responsibility to establish a method of payment prior to the groups arrival. Not what you're looking for. In this chapter, you will review some important ways in which the hospitality industry is unique. This helps create internal controls while ensuring separation of duties. Write policies on individual pages, creating a new page or set of pages for each policy. Purchasing and Accounts Payable Policies and Procedures. Amounts owed to a supplier who has given you credit are called accounts payable. Include a list of the titles in the accounting department with brief descriptions of the duties performed by each position in the company at the front of the policy and procedure manual. Prepare a budget; Basic bookkeeping principles; Human resources policy and procedure manual template; On this page. Documenting Use of Funds All funds must be documented appropriately to establish th at such funds have not been used in violation of the restrictions and prohibitions of applicable statutes (2 CFR 200). Hotel accounting procedures follow the standards set by generally accepted accounting principals.
General Accounting Policy and Procedures Manual and QuickBooks Information December 2013. To complete the template: 1. HospitalityIndustry Accounting OVERVIEW Hospitality is one of the world’s most exciting and rewarding industries. Participants will learn about Petty Cash, Direct Pay Requests, Purchase Requisitions and Purchase Orders. Guidance text appears throughout the document, marked by the word Guidance. Download File PDF Hotel Housekeeping Manuals For Policies And Procedures Hotel Housekeeping Manuals For Policies And Procedures Recognizing the way ways to acquire this ebook hotel housekeeping manuals for policies and procedures is additionally useful. Order now Daily revenue and and income are recorded in the appropriate account and the expenses are assigned to the correct department. To browse Academia.edu and the wider internet faster and more securely, please take a few seconds to upgrade your browser. SOP helps in maintaining quality and consistency of service and standard's in your hotel. It is a must that all newly recruited hotel staff and should be given training on hotels SOP. In addition the hotels training or HR department should maintained and documented department wise. Get sample Stationery, Formats, Hotel SOP's, Staff Training Tips, Job Descriptions and more. See you around and happy Hoteliering. Follow us. In addition, we’ll discuss policy vs. procedure. The big brands have resources to get the job done but the smaller brands and management companies do not have the same bandwidth. It is a project that always gets kicked down the calendar to another month or quarter. Clients can get confused about some of those details at the start of our project. Making the task more difficult by piling on more information is a common mistake, and it is an error we want to avoid. It may take time to really comprehend this, but once you break through this barrier it is much smoother sailing.
http://batterseataxi.com/survey/userfiles/files/box-strapping-machine-manual.pdf
Policies and procedures are very different and mixing the two together is not a productive exercise. They are the dos and don’ts of your company. Making the rules simple, clear and understood is the key to creating the strong financial culture in your hotel and hotel company. You also want concise policies so you have the basis for an effective internal control review process. The policy is clear and concise. The policy reader knows what the expectation is. Procedures are important but not as they relate to creating and maintaining policy. What about my deposits in transit, do I use a service that delays my deposits or do I deliver the funds directly to the bank? Who has the best process to follow to do a bank reconciliation.You do not want procedures mixed in with your policies. A great example of this is a manual we used to load data from our general ledger (GL) into the financial reporting engine. In our company, we had a binder referenced monthly to load the data into whatever category being used. The procedures in the book changed often and, depending on what GL system we had, there were different instructions. A print screen from both systems was required to be attached to the sign-off sheet, approved by the controller monthly. Do not confuse policy with procedure. Creating a policy manual will also be much simpler if you do not include procedures. We had been working on financial statement design issues when he indicated their company did not have a policy on recoding hours worked in the general ledger. In order to create a custom policy manual for his hotels, we needed to develop a standard set of hotel-specific accounting policies. More than 500 different policies in 30 different sections. His job was to review those standard policies and think about how he wanted things changed or not for his business. We then convened a call, and one by one we reviewed the policies and agreed on what needed to be changed.
The calls were recorded and used to edit the standard policies with his changes. They were then returned to the client, and we were successful because we were making progress in a way that allowed him to see and tailor each piece. Before long, we had his company policy manual completed. He authored an award-winning workshop and two books on hospitality financial leadership, coaches hospitality executives and delivers his financial leadership training worldwide. To learn more, visit www.hotelcoachdavid.com. Learn how your comment data is processed. If you continue browsing the site, you agree to the use of cookies on this website. See our User Agreement and Privacy Policy.If you continue browsing the site, you agree to the use of cookies on this website. See our Privacy Policy and User Agreement for details.If you wish to opt out, please close your SlideShare account. Learn more. You can change your ad preferences anytime. This awesome company. After I was continuously complaining to my family and friends about the ordeals of student life. They wrote my entire research paper for me, and it turned out brilliantly. I highly recommend this service to anyone in my shoes. ? www.WritePaper.info ?.HPH, to be followed in the sound operation of our Hotel assets. These policies andIn all cases, sound business practice, goodIt is not our purpose to cover all instances, factors,Unless otherwise indicated, this Manual and its contents are the property of HP Hotels, Inc andBy utilizing this Manual,If you do not agree, you have the absolute right toThe works made available in this Manual are protected by United States copyright laws and areDissemination or sale of any of these policies, as a wholeNo intellectual property or other rights in and to this. Manual or its contents, other than the limited right to use set forth above, are transferred to you. You may not modify, copy, distribute, republish, commercially exploit, or upload any of the materialMembers. General Terms.
HP Hotels MAKES NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THISHP Hotels and must be returned upon request. I further understand that it is myI - 12 Credit ApprovalS.O.P. Section IIIVIII - 1 Grievance Procedures. VIII - 2 Recruitment. VIII - 3 Job Description. VIII - 4 Labor Unions. VIII - 5 4-Step Wage Plan. VIII - 6 Orientation. VIII - 7 References. VIII - 8 Pre-Employment Screening. VIII - 9 Associate Activity Log. VIII - 10 Attendance Record. VIII - 11 Diverse Workplace. VIII - 12 EEO-1 Filing. VIII - 13 OSHA Filing. VIII - 14 Educational Sign off SheetPetty cash funds are intended to be used for small necessary purchases. These itemsDebit Card funds are intended for use of larger. Procedure for Petty Cash:These documents should be stamped “PAID”HP Hotels Accounting department according to the accounting report checklist due date.Procedure for Debit Card:CHA Systems, Inc. according to the report checklist due date.To establish procedures and guidelines for the write-off of bad debt. AccountsThe General Manager is responsible for determining those accounts to beAll Bad debt write offs must be signed for approved by Regional. Director of OperationsThe list of write-offs shouldMarch15th, June 15th, September 15th, and December 15th).Most PMS systems now automatically age each night during the night auditA month end aging report needs to be forwarded to the corporate office when theSome brands may require facility to use the HP Hotels Accounts receivable aging formThe purpose of this policy and procedure is to ensure proper accounting for fixedAlso, any other cost required to prepare the asset for its intended use.According to tax authorities, examples of repairs include re-painting the outsideNOTE: Capital expenditures may only be authorized by an officer of HPH. Capital expenditures are all purchases that are capital in nature must have a. Purchase Order prepared on site with proper approvals and sent to HPH.
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Corporate Office for approval before the order of these items can be completed.All Hotel Trade-Out agreements must have Regional Director of Operations approval. ThisThe procedure listed below will ensure timely distribution of all direct billingFed-Ex if appropriate. When payment is received and before posting to the account the amount shouldAll checks must beThe procedure below will provide a means for the timely processing andNotes should be taken regardingCorporate Offices.Guest Check Out (last folio transaction) 0 Day. NOTE: In reference to small balances, the General Manager will determineSuch accounts should beThis letter should be courteous and shouldIt should reciteReference previous invoices and the firstCollection letters should be generated through the Front Office System orStart using this feature immediately. Dunning Message. Current: Payment is due within 30 days of the transaction date.Your payment is expected. Your account may be suspended. Attach other letters HP has from transition guide hereIn today’s fact paced world, time goes by quickly. As of today your account in the. Perhaps there are questionsPlease contact me as soon as possible to resolve anyBest Regards. General ManagerAgain, if you have any questions pertaining to this past due balance, pleasePlease give this matterIf payment has been remitted, please disregard thisBest Regards. General ManagerInternal Audit is an independent appraisal of activity within HPH which examinesA. Scope of Audits;A. Observation. B. Strengths. C. Weaknesses. D. Recommendations for ImprovementAdvance deposits serve several purposes.
They provides an indicator of theAs a general rule, advance deposits of up to 90 of the estimated value of theShould deposit requestThe details of theThis requirement is not meant as a deterrent to booking business, but as aWhen presented properly andAt this time, 50 of the catering charge willAll deposit postings should be at eachBaggage service that is required by any groups will be paid to the designatedDEFINITION: Pre-opening expenses are those expenditures which areA. advertising and business promotions prior to opening. B. supplies and other operating expenses such as:All pre-opening expenses should be movedSome business practice dictates that we should thoroughly establish guestThe credit investigation and approval procedures presented in this S.O.P. areThe use of a. Standard Credit Application (located under forms) is to be used forComments on anyAny other pertinent information (slow pay,In addition to the company’s bank and business references, local credit bureaus,NOTE: In addition to establishing the company’s credit worthiness, it is essentialPreferably, theAny limits on this authority (such as “room only”, etc) must be clearly stated in theThe approval of direct billing credit privileges shall be made by the. General Manager. This approval authority may not be delegated.Additional Notes:By doing so, the profit and lossCorporate Office for approval to purchase (includes normal operating supplies). SubmitOrder Forms are no longer used. However, prior to placing an order a copy ofNote any back orders listed onIn some case, the driverThe packing slip and original order form is then turned into the General ManagerThere are two (2) types of Chargeback’s. The customer direct dispute and theIf the dispute is valid and a credit needsIn essence, it reverses a sale transaction. Chargeback’s are not always a result of what a merchant did or did not do. Errors are also made by merchant banks, card issuers and cardholders.
Any chargeback needs to be thoroughly investigated and disputed within 24 hours ofNOTE: Whether the dispute is generated directly by the guest or through theNo Show billings need to be completed daily. Thorough training of your associates will minimize a chargeback. Listed belowDirect guest to a local bank.Inns.Salvage Sales Income in your “Other Income Department”.When computingChart of Accounts and Expense Dictionary)It is also necessary toAll PMS systems are backed up during or after the night audit. It is mandatory that theGeneral Managers will make weekly back ups of files on any additionalNOTE: Consideration of off sight storage should be discussed with HPH VP Of. Accounting.Handbook) must be issued to every associate at time of hire, with documented receiptManagers for preparation of their departmental scheduling and ordering. HP Hotels EMERGENCY CONTACT NUMBERS. Corporate Officer’s Home Telephone Cell Phone. Joe Powers 205-879-7004 ext. 16 205-296-8564. Kerry V. Ranson 205-879-7704 ext.24 205-965-5504. Jeff Schneider 205-879-7004 ext. 10 205-356-8207. The above numbers are available to senior management in case of anIn addition, associate telephone numbers should be available in eachThis further involvesOther contracts may be signed and you will be notified in writing of such. All vendor information can be located on web-site.Associate of the Quarter unless hotel brand specifies a different program.Associate Lunch on the property for the following reasons: motivation,Go the extra step andAssociate must be currently employedAssociate must be currently employed at payout.Should an associate beDepartment Heads, Supervisor, AGM and GM name tags should includeIf there is not a brand standard inC. Front Desk Associate - hotel issued collared long sleeve shirt orNOTE: Grooming standards and guidelines must be followed. Blue Jeans,All candidates for any position will require an interview by the next level ofExample.
The Housekeeping Supervisor and the AGM as the next level of supervisionThe AGM and GM as the next level of supervision would interview all Front Desk. Auditors and Maintenance. All prospective associates will be required to pass pre-employment screening asEach hotel has been given an insurance manual. All incidents that could be aAll information on an incident report should be of factual nature and referencingThe individual completing the incident report should make no claims with regardA copy of the incident report is forwarded to the corporate office, maintained inThough it is always preferable to forward the Loss Incident report to theAll reports are available in the insurance manual. Please utilize these documents.Incident Report. Type of Incident. If bodily Injury: (What medical aid was given by whom?), or If property damage, give value andFile in Incident Report File and Copy to HP HOTELS (205-879-2680) and Hotel Ins. Company. Attach Copy of Police ReportFrom time to time complimentary room accommodations may be approved by the. General Manager for the following reasons:All complimentary rooms will be put in as “Occupied” status and must be registered in the. Property management system.While no policy currently outlines quotas on the number of complimentary roomNumbers higher than 1 will attract attention. A monthly recap of complimentary rooms to be forwarded to HP Hotels Corporate. Office.It is a policy of HP Hotels Group LLC to discourage the offering of gifts, excess discounts,Complimentary consumable food and beverage items (liquor, hams, turkey, giftIt is the General. Manager’s responsibility to discourage the use of vendors related or known to aViolation of this policy could result in termination.In that regard, each guest room will have a Guest. Comment Card (in accordance to brand standard).
All guest comment cards or surveys requiring or indicating a response will beIn the case where aAny comments or complaints generated through the brand Guest AssistanceAny scores below the system average are unacceptable. All scores, goals andAll HP Hotels properties will participate and abide by the Hazard Communication. Policy (Haz Com Policy) set forth (under forms section). The Hazard Communication Policy is based on a simple concept that associatesThey also need to know what protectiveKnowledge acquired under the Haz Com Policy will help employers provide safeWhen associates have informationThese efforts will help prevent the occurrence ofCompliance with this is not a “one-shot” deal. In order to have a successfulTherefore, all hotels willIt is the General Manager’s responsibility to notify HP Hotels office and the hotels DirectorA copy of the inspection must be forwarded to the HPH Corporate Office.All hotels have on property information manuals regarding your particular lockIt is the responsibility of the General Manager to provide training to the AGM, Maintenance. All staff keycards, when made, have a tracking number assigned to the specificThis section pertains to Master Keys, Sub-Masters, Floor Keys, Utility Keys. Section Keys and hard coded keys on property. One (1) master key is issued to the General Manager and Assistant General. Manager. The General Manager and Assistant Manager are the only one’sOne (1) MOD key ring should be issued to the Manager on Duty and must be signed inAll staff issued key cards must be signed out and in daily. These cards are to beStaff issuedSome hotels utilize hard keys for particular areas (store rooms, utility rooms,These keys are required to be signed out and in daily. At anytime a staff card is lost or misplaced or an associate whose employmentThe following is a list of required meetings to be held.All meeting minutes must be archived in a binder.
An agenda of topics and meetingMeeting minutes and action plansAn agenda and meeting. Walk through of the entire hotel toEach meeting should include follow-up for any itemsAll safety meetings will alsoMinutes for the Safety Meeting and the monthly fire drills are required to be faxedGeneral Manager or Assistant General Manager i.e. People Notice, Lighthouse, Ultimate. Service. etc.Each hotel is required to be a member in good standing with your local Chamber of. Commerce. Each General Manager is required to be an active participating member in aWe highly recommend taking a leadership role in chosenAny additional memberships require the approval of the corporate office. When possible try to utilize your local Chamber for networking, and businessEach hotel will have in place a Manager On Duty Program in accordance to theThe Night Auditor must be trainedThere are two (2) MOD programs set up as smaller hotels may designate non salaried. M.O.D. Position RequirementsAs a salaried Manager on Duty, 30 of your time should be spent on the M.O.D.Non-Salaried Position RequirementsAs a non-salaried Manager on Duty, the majority of their time will be spentA current Organization Chart listing each Department Manager by name must beA copy of the most current organizational chart must be on file in the HP Hotels. Corporate Office. The General Manager is responsible for implementation of thisThe performance of each associate will be evaluated according to the followingIt is the General Manager’s responsibility to reconcile the Income Statement toThe General Manager is responsible for keeping and updating a master list ofThis information will be kept confidential and will not be shared with otherPassword TAB and updated accordingly). The “safe” combination for each hotel location will be written down and forwardedThe “safe” combination will be shared with the AGM or similar position.