GIFT CERTIFICATES

GOAL: All properties will follow a formal procedure for the control and use of Gift Certificates.

SCOPE:

This policy will cover individual property Gift Certificates as well as franchiser Gift Certificates. To offer basic procedures for the control and use of Gift Certificates for Front Desk, Food and Beverage Outlets, Gift Shop and Accounting.

RESPONSIBILITY:

The overall Gift Certificate Policy will be monitored by the Controller.

PROCEDURE:

FRONT DESK/NIGHT AUDIT

1. All Gift Certificates will be sold at the Front Desk. The Front Office Manager is responsible for ensuring that an adequate supply of Gift Certificates is on hand at all times.

2. Gift Certificates will be issued to the Front Desk by the General Cashier.

3. Property-issued Gift Certificates must include the following:

   • Date of purchase

   • Expiration date (usually one year from the date of purchase). Dollar value of the certificate.

   •Authorized signature (signature of the issuing Desk Clerk).

4. Corporate Gift Certificates must include the following:

   • Date of purchase.

   • Hotel name and number (the number assigned to the property by Corporate Flag).

   • Authorized signature (signature of issuing Desk Clerk)

5. The carbon copy of the Corporate Gift Certificate should be placed in the "drop envelope" for that shift.

6. Each Gift Certificate should be posted on the Gift Certificate G/L. The Gift Certificate number should be listed in the required reference field. The proper payment method should then be posted to the Gift Certificate Master to reduce the master account to zero. The Gift Certificate Master Account must always have a zero balance.

7. Gift Certificates are not refundable.

   
   

FRONT DESK, NIGHT AUDIT, FOOD AND BEVERAGE, GIFT SHOP

1. 1. All Corporate and Property Gift Certificates are to be treated as cash. They should be substituted for cash payment in Daily Drops. DO NOT HOLD GIFT CERTIFICATES USED

   
   

FOR PAYMENT IN BANKS.

1. Change should not be returned to the guest for any amount over $1.00 (difference between Gift Certificate value and balance due on check or folio).

2. When change is due the guest for amounts over $1.00, the Gift Certificate and guest check or folio should be brought to the Front Desk by the server, clerk or department manager, and a new Gift Certificate should be issued to the guest for the change amount.

   
   

NIGHT AUDIT

1. Night Audit must ensure that the Gift Certificate Master Account remains at a zero balance at all times.

2. The Gift Certificate Master must be "checked out" of the system at each period end. A copy of the folio is then forwarded to the General Cashier.