Room Rate And Occupancy

Objective：

To ensure that proper room rates are being used and occupied rooms’ results in revenue for the hotel.

Procedure：

1. Procedure on authorized rates control  

   1. The General Manager will provide a written room rate structure to Sales Department and the Front Office, with a copy to the Director, Finance & Business Support.

2. All categories of room rates and rate codes must be documented, approved by the Director of Sales & Marketing and General Manager before being loaded into the hotel’s PMS and reservations systems including Sales and Catering system.

3. Room rates and rate codes are to be inputted by Reservationists based on the approved rate and code structure.

4. Income Auditor will use the signed agent/corporate contracts to check against the room rates/codes inputted by Reservationists. Once verified correct, the Income Auditor is required to initial the contract to evidence the review and filed for reference.

5. Should there be any discrepancy found during the review, the Income Auditor must immediately notify the Director of Finance & Business Support for further action. However, all findings must be documented and filed for future reference

6. Every night, the Night Duty Manager is responsible to check the Room Rate Report, which can be obtained from the computer system before room rate posting, to ensure that all the rooms are charged at the correct rate, evidenced by his signature on the room rate report. Any discrepancy should immediately follow up and report in writing to the General Manager and Director, Finance & Business Support.

7. The room rate report must contains the following information:

   1. Occupied room number  

   2. Guest Name  

   3. Authorized rack rate 

   4. Actual room rate charged

   5. Room rate variance  

   6. Source of reservation (company name, travel agent etc.) 

8. After the Night Duty Manager performs the checking, the Room Rate Report will further review and verify by the Income Auditor and Sales Manager, evidenced by their signature on the Room Rate Report.

9. The Report will then forward to the General Manager and Director, Finance & Business Support for their approval, and return to the Income Auditor for filing.

2. Procedure on occupancy verification

1. A Room Status (Discrepancy) Report will be printed out immediately after closing by the Night Duty Manager for Housekeeping to update the actual room status, physically inspected by the Housekeeping staff on the following day before 9:00 A.M.

2. Any discrepancy between computer status, guest key machine report, and actual room status should be notified by the Housekeeping on the Room Status Report and forwarded to the Front Office Manager.

3. The Front Office Manager / Duty Asst. Manager will investigate the discrepancies and record the explanations on the Room Status Report. Then sign and forward to the Income Auditor.

4. The Income Auditor should review and verify the explanation given and action taken, evidenced by his signature on the Room Status Report, before forwarding to the Director, Finance & Business Support and General Manager for final approval.

5. The Income Auditor should file the Room Status Report, after duly approved by the General Manager and Director, Finance & Business Support for a period of one year.