Finance & Accounting

OBJECTIVE To ensure that all spoiled, obsolete or unusable items are identified and that the disposal is properly controlled   POLICY 1. A loss and breakage report or application for disposal should be prepared and approved by the related department and Financial Controller prior to disposal of any inventory item.   2. Obsolete or unusable items must be identified and removed from storeroom to eliminate wasted storage space, to reduce the labor costs of handling, counting, et

OBJECTIVE To establish procedures for controlling operating equipment; including glassware, silverware, chinaware, linen, uniforms, kitchen utensils, bar utensils, engineering tools, etc…   POLICY 1. Each operating department is provided with operating equipment for their operations and stewards and other department staff should maintain a perpetual record using stock cards. Loss from damage and breakage should be minimized.   2. Operating equipment that is not distributed to

OBJECTIVE To ensure that all inventory items are counted regularly and accurately in order to verify the accuracy of the inventory ledger   POLICY 1. Physical stock takes should be performed on all inventories that are listed in the balance sheet.   2. The principle of “zero inventory” should apply to all food stocks maintained in kitchen; for beverage, a physical inventory should cover both inventory stored in the storeroom and inventory that is issued from the storeroom but

OBJECTIVE To keep stock level at the minimum possible without compromising the hotel operations and allow efficient control over stock replenishment   POLICY 1. A minimum and maximum par level should be set in all storage areas for beverage, dry foods and general items   2. All par levels will need to be recorded, adhered to, and reviewed periodically.   PROCEDURE 1. A minimum and maximum par stock level should be established for all items kept in store in order to keep inven

OBJECTIVE To establish procedures of controlling the key to the storeroom to ensure the safety of stored goods   POLICY 1. All storeroom keys should be manufactured in such a way that duplication is impossible or difficult. 2. During off duty hours, all storeroom keys should be sealed in an envelope and maintained at the security office. 3. All storeroom keys should be handled by storeroom personnel and the Security Officer in accordance with the procedures described below. T

OBJECTIVE To establish procedures for emergency issues of stored goods necessary for hotel operations after normal store opening hours   POLICY  1. As a rule, goods should not be issued when the storeroom is closed. However, in cases where goods are urgently needed for operations, goods can be issued with Management’s approval as an exception.   2. All emergency goods issuance should be done within the presence of the Security Officer or Night Manager.   3. Emergency goods is

OBJECTIVE To ensure that proper procedures are followed for the issuance of all inventory items   POLICY   1. All inventory issuances must be evidenced by a complete, valid and properly approved store requisition form. In addition to evidencing authorized issuance, the form is necessary for cost calculation purposes.   2. The Storekeeper may reject incomplete or illegible store requisition forms.   PROCEDURE   I. Timing of requisition   1. The daily cut off time for accepting

OBJECTIVE To establish procedure for proper safekeeping and handling of inventory to ensure it is saleable, usable, and traceable for quick selection and delivery.   POLICY   1. Storage refers to protecting inventory from both damage and shrinkage or theft. Controls include maintaining adequate levels of insurance, keeping inventory clean and properly sheltered, and rotating inventory on a first-in, first-out basis, particularly food products and other perishables.   2. The S

Storeroom staff should always check the level of inventory and make sure that a minimum level of inventory to continue operations is maintained. Also, storeroom staff should check slow moving items and take proper action to improve the situation if any. A perpetual inventory record to reflect the latest issuance and receipt of goods should be maintained.   I- Issuance of inventory   Issuing operations include various procedures like accepting requisition forms, retrieving goo

OBJECTIVE To establish a receiving procedure for off-duty hours   POLICY 1. It is a principle to receive goods during pre-determined office hours. However, if receiving staff are off-duty and goods are received for some reason, such goods are to be received by the security department.   PROCEDURE 1. It is a basic principle to receive goods during pre-determined office hours, and purchasing is responsible to have vendors follow this rule. If delivery is delayed due to heavy tr

OBJECTIVE To ensure that all parts, components, goods and materials will be received in an organized manner and inspected for conformance prior to accepting and stocking.   POLICY 1. All deliveries of goods have to be received through the Receiving department regardless of the addressee of the goods.   2. Receiving staff are responsible for ascertaining whether goods delivered meet the specifications, quantity, and price as set forth in the purchase order form.   3. Goods or

The main functions performed by the receiving department are as follow: To match delivery slips with purchase orders to ensure that the specifications, quantities and prices on the delivery slips match with those on the purchase orders To check quality and quantity of delivered goods with specifications and quantities on the delivery slips To arrange delivery of received goods to the storeroom or to the requesting department To prepare daily receiving reports and forward the

OBJECTIVE To establish appropriate vendor selection procedures and ensure the performance capabilities of all vendors   POLICY 1. The Purchasing department is responsible for initial supplier identification, collection of business information related to the potential supplier and for maintaining supplier performance data.   2. A list of qualified vendors who satisfy all requests of various departments in term of quality, quantity, price and reliability of delivery and service

OBJECTIVE To establish procedures to ensure that the purchase of all goods and services for hotel operations are authorized and implemented in accordance with pre-determined policies   POLICY   1. The Purchasing department is responsible for using good purchasing methods; optimizing price savings, quality or value of products, vendor working relationships; placing orders with approved suppliers; negotiating pricing with suppliers.   2. The standard policies and procedures cov

The main functions performed by the purchasing department are as follows: To collect information on items such as method of purchase, product information, price changes, etc… To select potential vendors To receive and proceed with purchase requisitions received from all hotel’s departments, obtaining quotes from vendors, designating vendors for particular purchases and bidding To prepare purchase orders and place orders once approved To follow up on orders up to the final del

A.M. SHIFT GUIDELINES- SHIFT 1 DO AT THE START OF THE SHIFT ____ Check Bulletin Board for new information ____ Count Bank and Run a Cashier Shift Report ____ Check that all Wake Up Calls have been answered ____ Display the House Count to familiarize yourself with the day’s numbers; Availability; Arrivals, Departures ____ Print Shift Change Reports (Emergency Reports) • Guest Ledger Balances • Today’s Expected Arrivals • Today’s Expected Departures • Vacant and Clean Rooms •

Goal: All incoming checks should be logged and restrictively endorsed by an individual not handling cash, receivables or payables. Checks should be directly deposited in drop safe by this individual. Information regarding advance deposits for guest rooms is forwarded to the reservations office. SCOPE: To outline procedures for handling of guest room advance deposits to insure the efficient and accurate crediting of proper accounts. PROCEDURE: INCOMING CHECKS Checks received i

Goal: A Convention Resume will be completed for all "large" and/or "complex" groups, as designated by the Convention Coordinator and/or Sales Department. SCOPE: To detail all pertinent information on an upcoming group. AUTHORIZATION & RESPONSIBILITY: The Convention Coordinator and/or Sales Department must determine which groups will require a Convention Resume. For most of Tecton operated properties, the suggested guideline is to require a resume for groups utilizing 50 or mo

Goal: All properties will follow standard, written procedures in the maintenance, control and operation of the property management system. SCOPE: To outline accepted minimum operating standards for the property management system. To ensure proper maintenance and back up procedures. To set forth emergency procedures in the event of system and/or software failure. RESPONSIBILITY: Total system responsibility lies with the Rooms Director/Director of Operations. Day to day o

Goal: All properties will follow established procedures in the issuance and control of all safe deposit boxes. SCOPE: To ensure compliance with all legal requirements regarding the use and control of safe deposit boxes. To limit the hotel’s liability exposure in the use of safe deposit boxes. PROCEDURE: GENERAL All safe deposit boxes must be inspected and audited weekly by the Front Office Manager, to ensure that all boxes are fully operational and available for guest issue.