Policies and Procedures Room Division

AGENDA
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Cash Paid Out

Credit Cards
Cashier Shortage And Over Charge
Tipping Policy
Lost & Found
Loss & Damage
Robbery
Theft Procedure
Lost And Found
Unclaimed Deposit Refund
Room Master
Room Search
Rebate
Remittance Procedures
Disease
Medical Emergency
Medicine
Medical Assistance
Guest Injury
Emergency Procedure
Emergency Procedure Accidents
Fire Extinguishers
Back Of House Emergency House
Tragedy Death
Slept Out Room
Room Found Vacant
House Use Rooms
Do Not Disturb Room
Guest Master Key Car Holders
Hotel Skippers
Access Public
Damage By Guest
Telephone & Fax Management
Phone Use
Sales Phone
Walkie Talkie
Resort Vehicle Ownership
Vehicles
Front Office Club Cars
Driver Allowance
Driver Outside
Control Vehicles

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Host Transportation
Host Transportation 2
Resort Transportation
Mail Central
On Line Newspaper
Manager Log Book
Daily Log Book
Inspection Form
Procedures Of Packages
Save Opening
Garbage Sorting Staff Area
Gardeners
Resort Fogging
Lift Malfunction
New Staff Housing Set-up
Property Damage
Wet Weather Policy
Complimentary Accommodation
Control Of Obstructions
Front Office Basics
Hydrochloric Acid
Telephone Techniques
Respect For Guests & Staff
Caring For Guests
Professionalism
Grooming
Anticipating Needs
VIP Guests
Royal Club Floor
Royal Club Lounge
Handling Complaints
Empowerment
Damage, Loss Of Property
Accident & Injury

Department: Front Office

Ref:

Subject:

Date: 01 Mar 2004

Date revised:

Prepared by:

Approved by:

Approved by:

Resident Manager
Issued:

General Manager

Distribution: All Department Heads

Cash Paid Out

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Page: 1/2

Purpose:
To establish guidelines for the captioned subject and to keep Paid Out to a minimum,
and to ensure that Paid Out transactions are properly validated and authorized
Procedure
1. Paid Outs at Front Desk is classified as follows:
a Miscellaneous Paid Out Paid out in the form of cash advance for guest
services purchase of flowers, guest transport, air ticket and goods at hotels
shop arcade etc.
A Refund of guests deposits.
2.

Paid Outs shall be in local currency only.

3.

The Paid Out Voucher must be handled and approved in the following manner:

i.

Miscellaneous Paid Out.

a. Approval by Duty Manager for amount not exceeding $ 100.

b. Approval by Front Office Manager or Asst. Front Office Manager for amount
above $ 100 up to maximum of $ 500.

c. Approval by General Manager, Executive Assistant Manager or Financial

Controller for amount exceeding $ 500
d. A 5% handling fee will be charged to guests account for the Paid Out made.
ii. Refund of balance Guest Deposit

a. A refund of a guests balance deposit must be accompanied by the original copy

of Cash Receipt issued to the guest when he checks in.

b. If a guest misplaces the Cash Receipt, this should be indicated on the Paid
Out Voucher. Guest must sign on both Paid Out Voucher and Guest Folio.
The signature on the Voucher/Folio must be matched with the signature on
the Guest Registration Card.

c. Approval from Duty Manager, Asst. Front Office Manager or Front Office
Manager must be obtained for refund exceeding RMB1, 000 and when a guest
has lost the Cash Receipt.

4. Upon receiving request for Paid Out, the Front Office Agent will print out Paid
Out Voucher in Opera system or raise a multi-function voucher in duplicate if the
system down. The following must be recorded.
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Guest Name
Room Number
Date
Description/purpose of Paid Out transactions
Amount
The Front Office Agents signature
The authorizing signature
The guests signature

5. Paid Out Voucher must be approved by authorized personnel before cash is paid.
6. All Paid Out Vouchers must be used in numerical sequence. Cancelled vouchers
must be returned to the Accounts Department (Night Audit). The employee will be
charged $ 2 for each missing Paid Out Voucher.

Applicable Departments
END

Front Office /Finance