GUEST LEDGER CONTROL

GOAL: To ensure proper control over all guest ledger activity

SCOPE:

To provide the necessary controls and audit trails needed to maintain the integrity of the guest ledger.

AUTHORIZATION:

Only the Front Office and Night Audit Staff will have access to the Guest Accounting Option (PMS). No other department will have access to this option or its related functions.

RESPONSIBILITY:

The Front Office will be responsible for all transactions in the guest ledger.

PROCEDURE:

FRONT OFFICE/NIGHT AUDIT

All aspects of the guest ledger are to be the responsibility of the Front Office Manager. This includes all account types.

1. Both Front Office and Night Audit will perform all functions in guest ledger as directed by Corporate and Property Standard Operating Procedures.

GUEST LEDGER CONTROL

There will be occasions when members of the Accounting Staff will have need to access information from the guest ledger. This will always be accomplished through a member of Front Office Management or a designated supervisor.

1. All transactions to guest ledger will require a corresponding voucher or Guest Ledger Adjustment/Transfer Form. This form must be completed and authorized per policy, then signed by the Controller or Assistant Controller. This form will then be given to the designated Front Office person for review.

2. The Front Office person will perform the appropriate function and attach a copy of the folio to the voucher or Guest Ledger Adjustment/Transfer Form.

3. Front Office is to forward all items to the Night Audit Staff with their shift work. Night Audit will then forward all forms and documentation to Accounting via the Income Journal packet. The Controller or Assistant Controller must review all forms and documentation daily.

4. All city ledger transfers will be performed by the Front Office under the direction of the Accounting Department. Accounting will notify the Front Office of accounts requiring transfer to city ledger. The Front Office will then transfer the account to city ledger and place a copy of the folio with their shift work. Night Audit will then forward all items to Accounting via the Income Journal packet. The Controller or Assistant Controller will review all items daily.

5. Should the need arise for Accounting to view a folio, they must do so with a Front Office staff member, or request a copy of the folio from the Front Office