Transportation Control

Objective：

All Hotel vehicles are centralized and administrated by the Transportation Department under the supervision of the Director of Rooms.  Utilization of car is subject to the Hotel procedures and approval.

Procedure:

1. A Transportation Request is needed for all unassigned vehicles with the following information.

   1. Name of user 

   2. Room number if for guest

   3. Destination 

   4. Reasons 

   5. Mileages, start and end reading should be indicated according to the meter

2. The following approval should be followed accordingly.

• Guest request - raised by the Concierge and approved by the Assistant Manager

• House use - raised by the user and approved by the Department Head and the General Manager.

3. The duly signed Request will be forwarded to the Transportation Department for arrangement of car.  A Transportation Traffic Sheet should be prepared by the Concierge to record all requests of the day.  Only when the request is chargeable, the Concierge is responsible to prepare a Transportation Voucher and forward to the Front Office Agent for posting.

4. When a Request is completed, the driver should mark down the mileage reading and sign on the Request, then return the request to the Concierge for preparation of the Traffic Sheet, a separate traffic sheet should be used for Guests and House use.

5. All Requests should be completed in sequences with the following information on the Traffic Sheet.

Guests

• Car number

• Voucher number

• Guest name

• Room number

• Start reading of mileage

• End reading of mileage

• Distance/Destination

• Charge amount if Voucher is prepared

• Kind of settlement, such as cash, guest ledger or house account

House use

• Car number

• User department

• User name

• Destination

• Start reading of mileage

• END reading of mileage

• Distance

6. A copy of the guest-use Traffic Sheet should be forwarded to the Income Auditor the following day to verify the posting to the guest ledger.  The Director of Rooms will prepare a month end report summarizing the mileage by department and by guest use.  This report will be used by the Finance Department to allocate costs accordingly.

7. The Assistant Manager should exercise his/her duty to patrol and check on all Hotel vehicles nightly, verify to ensure all keys have been returned.  Any discrepancy found and action taken should be reported on the Assistant Manager Log book.

8. The Payable Supervisor will be responsible for requisition and issuance of the gasoline coupons. Issuance of gasoline coupon should be recorded individually by cars and one time amount should not be more than IDR 300.000,-

9. Inventory on issued but not utilized coupons should be done monthly by the Director of Rooms; the consumption of each car should be calculated.  A gasoline consumption report should be forwarded to the Finance Department right after the end of each accounting period.