CASH HANDLING PROCEDURES

GOAL: This procedure is designed to insure all measures are in strict adherence to our Corporation’s primary financial controls regarding cash handling/cashier procedures.

SCOPE:

To control and monitor all cash, check, and credit card transactions at the front

desk in order to effectively preserve and maintain hotel assets, maximize revenues, and promote operational efficiencies.

PROCEDURE:

Controls

1. Each clerk will be issued an individual bank, upon completion of a Bank Request Form and satisfactory House Funds Contract completion. At the same time, the clerk will be assigned a safe deposit box and key for secured storage of their bank. It must be understood that the bank remains the property of the Hotel, and at no time may the employee remove the funds from the Hotel, nor are the funds to be left anywhere but in the safe deposit box. House funds must be complete at all times and employees may not cash their own checks, nor borrow funds at any time. Unannounced audits will occur a minimum of once a period, with discrepancies resulting in disciplinary action.

2. All cash drawers at the front desk are to be equipped with individual locks. Under no circumstances should more than one employee work out of a cash drawer, nor share funds. Cash drawers should be locked at all times, with the key removed from the lock.

3. Each cashier will post all shift transactions on that individual shift key or cashier password. This will insure that each clerk will have a separate cashier/shift closing to balance against their locked cash drawer at the end of their shift.

   
   

   Note: These cashier/shift closing reports must be under the positive control of the shift Supervisor/Manager. All system restrictions and/or mode keys must be managed accordingly.

4. Banks must be counted every day they are used. Precautions need to be taken to assure a protected count out area is available. Deposit envelopes nor cash should never be left unattended, even if only for a brief period.

   
   

CASHING OUT/DEPOSIT PROCESS

1. At the end of each shift, the Front Desk Cashier will "run" the "employee only" shift closing report. (The name of this report may vary from property to property).

2. The bank should be counted out to its original amount, retaining lowest denominations in order to make change for guests.

3. If there is not enough cash to make up the bank (due to paid outs, checks, petty cash vouchers, etc.), the cashier must complete a "due back" request to replenish the bank to its original amount.

4. Banks are to include cash and due back slips only to equal the amount of the bank. Retention of checks (personal or travelers checks), petty cash vouchers, etc., will be grounds for disciplinary action.

5. Prepare a deposit slip, listing all checks, paid outs, petty cash vouchers, and cash by denominations. Verify that all checks have "approvals". Run a tape of the cash and checks, as well as a separate tape for each credit card type.

6. Enter the deposit total on the envelope.

7. The Supervisor/Manager will run a cashier report/shift closing and compare the totals to the deposit. The cashier's bank should be verified, place all items in the envelope, seal it, initial the flap, and tape over the seal.

8. Should an over/shortage remain unsolved, the information should be passed onto night audit for further research. The drop is to reflect the overage/shortage - at no time should the excess funds be placed in the employee's bank, nor should the deposit shortage be replenished by funds from the bank.

9. The deposit envelope will be logged at the drop safe and dropped in the presence of a witness (who also signs the log sheet). All single unexplained shortages of $15.00 or more, and a cumulative shortage of $50.00 or more during any accounting period, will be cause for a written warning to be placed in the employee's file. After two written warnings, the individual will be removed from cash handling responsibilities.

   
   

MISCELLANEOUS

1. A log book for all adjustments, paid outs, error corrections, and voids should be maintained at the Front Desk. It is the Front Office Manager's responsibility to review and initial the log book on a daily basis.

   
   

2. Check acceptance and cashiering procedures must be and strictly adhered to. If a guest has provided an American Express card, approval of checks, through American Express is more advantageous to the Hotel than other check guarantee sources (follow appropriate procedures).