Finance & Accounting

Objective ： To ensure that there are adequate controls of complimentary VIP items. Procedure ： Request for fruit basket or wine setup must be approved by the General Manager.  Related form should be designed by the Front Office and in two copies. One copy will be kept by the Front Office; the other copies will be forwarded to the Room Service for setup. The F&B copies will be attached with the inter kitchen / inter bar transfer and sent to the Cost Control office the next day

Objective： To define the cut-off time for expenses which can be classified as pre-opening expenses for the hotel operation, subject to any tax legislation or PIC / Owners direction to the contrary: Procedure： CUT-OFF TIME  Normally the cut-off time for accounting pre-opening expenses will be as follows: Newly opened hotels – date of soft opening (subject to apportionment of some expenses incurred after the date, detailed below). Newly opened Food & Beverage outlet or operatin

Objective ： To ensure that package are properly accounted for. Procedure ： Total revenues from a package should be allocated to the concerned Division / Department in the ratio of the rack rates / published rates for the various components. The following example should make this clear: Total package cost $100 per person per day. Constituents                       Rack / Published Rate                 Ratio                      Apportionment Room 180.00     75%...

Objective ： For proper accounting and administration of selling “Gift Certificates”. Procedure ： TERMS OF GIFT CERTIFICATES  Gift certificate is valid up to the value stated on the certificate only. Amounts exceeding the stated value must be borne by the certificate holder. Payment may be made in cash or by credit card. Gift certificates are valid according the indicate date in the gift and no extension of the validity date will be entertained. Certificate is not redeemable f

Objective ： The proper control of Hotel Invoices and Invoice Stamps prevents fraudulent usage. Procedure ： Hotel Invoices will be purchased by the Income Auditor from the Tax Office based on the monthly consumption and the Income Auditor will be in charge of the Invoice storage and issue. Hotel Invoices are to be always locked in a safe location and the General Ledger Accountant will take an Inventory on a monthly basis.  There are two types of Invoice used in the hotel: one

Objective ： To proper control the usage of hotel Seals to prevent any abuse of hotel seals. Procedure ： All hotel seals must be custodies personally by related Department Heads or his/her designate person in a safe place, the key seals must be locked in a safety box and the key for safety box must be custodies by DH.. Upon there is a needs for the Seals (excluding Company Seal), the requested DH must fill up the “Hotel Seals Requisition Form’ (Attachment) and sign off for app

Objective ： To ensure that all PR collaterals are up to the required standard (either determined by corporate or at hotel level), all collaterals must be proof-read by concerned department heads before submitting to the supplier for printing. Procedure ： The following steps are to be strictly adhered to: - When the Purchasing Manager received the collateral sample, he / she must stamp a seal with the following details on the sample supplied by the supplier: - Date: No : User

Objective ： As managers, we are the custodians of our owner’s properties and henceforth must take the necessary precautions to protect them from being lost or damaged. We must therefore ensure that any properties removed out of the hotel premises for whatever reasons, e.g. for repairs, disposal, etc. be properly documented to ensure proper control over them. Henceforth, any items being taken out of the hotel premises must have a gate pass for security inspection. Procedure ：

Objective ： The objective of this policy & procedure is to ensure that any guest’s item found is immediately attended to. Procedure： Any staff who finds any articles left behind by a hotel guest/F&B patron should immediately inform their Supervisor or Department Head and check with the Concierge counter to determine whether the guest has left the hotel or not. In case the guest is still in-house, a message should be left at the Concierge counter to advise the guest to pick up

Objective ： This policy implements to enable hotel executives and managers to communicate efficiently and work towards assigned or specified tasks completion. Hotel personnel entitled to mobile phone allowance are supposedly to be involved with daily hotel operations. Procedure ： Operating Procedure The purpose of setting up this control procedure is to prevent any abuse of entitlement by staff member.   Excessive amount of call charges will be billed to individual concerned

Objective ： All executives (band 4 & above) are entitled to have meals and non-alcoholic beverages in such outlets of the Hotel as the Hotel Management may decide, free of charge, in accordance with local policy. Henceforth, the purpose of this policy guideline is to streamline the privilege in our local context as well as outlining the general behavioral guidelines to be observed in hotel outlets. Procedure ： Personal meals consumed are to be charged to Officer’s Check (O/C)

Objective : Ensure the security to force open for the in-room safe Procedure : TESA provides a decoder which can open any in-room guest safe and to print out transactions detail of any particular safe or user who use the decoder. The decoder is protected by a series of passwords assigned to several designated person in charge, that means only the person has the password can use the decoder to open the safe.  The decoder will be kept in the safe of the Director of Rooms; the c

Objective : Reasonable control for the master key card. Procedure : A.  KEY SYSTEM    Emergency Master Key Card  The Emergency Master Key (EMK) can open all guest room’s lock including double locked. There will be three keys issued. One to be kept by the General Manager. One to be kept in the safe of the Director of Finance & Business Support. One to be kept in the safe deposit box in the Front Office and can only be jointly accessed by the Duty Assistant Manager and Duty Sec

Objective: Any keys ( except room keys, which a separate policy applies ) confirmed lost or damaged, replacement must be approved by the Director of Finance & Business Support or his designate ( in his absence ) before the key(s) can be duplicated. This is to prevent unauthorized duplication of keys and in circulation without the knowledge of the management. Unauthorized duplication of key(s) is a serious offense. Procedure : If a key is missing, the concerned associate must

Objective : The primary purpose of this procedure is to spell out the proper guideline on the issuance of departmental keys by the Security.  Under this plan, a logbook will be maintained at the Security for staff members to sign when checking keys in and out. All these keys must be kept under locked key box with only access to authorized security staff only.  No deviation from the procedure laid down is permitted. Procedure : All departmental keys should be kept in the Secur

Objective : It is becoming increasingly popular for hotels to contract individually or as part of an area/regional initiative, an organization to market and sell hotel privilege cards. Typically the privilege card entitles the holder to discounts when using hotel facilities. The net profit from the sale of the card is shared in the proportion detailed in the contract signed with the marketer. Procedure : Accounting for Revenues Generated by Privilege Card Sales   It is common

Objective : Foreign Currency exchange service will be available 24 hours at the Front Desk Reception, with exchange rates for the major currencies clearly visible and updated on a daily basis, or more frequently if situation warrants. An exchange receipt will indicate customer’s name, room number, date, amount, currency – equivalent local value, and will be produced for all foreign currency changes. Procedure : Only registered in-house foreign guest  is allowed to exchange fo

Objective : To ensure that barters are properly accounted for. Procedure : Approving Barters： Barters are to be treated as contracts. Valuing a Barter    a. Prior to inception, the Director of Finance & Business Support must attest that the barter has commercial worth. b. Most barter agreements will be valued and accounted for at face value. However, in certain cases where the face value does not represent the real economic value e.g. where rooms are given by the hotel to an

Loss & Incident Report                 Claim No.  Report No                                Please use this form to report all injury and security incidents whether they involve the hotel, its employees, its guests, or any asset, to Golden Tulip Hotel Group. General Liability  ☐                            Hotel Property  ☐                             Hotel Crime ☐ Hotel Name :  Location No.  Street Address : City :  State/ Province/ Country : Postal Code : Phone No : General M

Objective : Established the definition of Operating Equipment to ensure proper control and manage Operating Equipment. Procedure : Definition   The term of operating equipment is used to refer to the following items: Chinaware  Glassware  Silverware & Hollowware Linen  Kitchen Utensils 2.        Operating Par Level / Initial Purchase. The accounting treatment of operating equipment is based on the concept of operating par level. Operating par level refers to the quantities ne