POLICYANDPROCEDUREMANUAL

SOPNO:ACCTGAR0015/15
DEPARTMENT: ACCOUNTINGSUBSECTION:ACCOUNTSRECEIVABLE
SUBJECT:
FRONTDESKCREDITPROCEDURESISSUEDATE:MAY1,2015

POLICY:Hotelsmustensurethatadequatecredittocoverchargesincurredduringthegueststayissecured
anddocumented.Guestcreditmustbemonitoredthroughouttheguestsstaytoensureadequatecreditis
secured.

PROCEDURE:

1. GuestsarecheckedintheFrontOfficesystemandcreditisauthorizedbyswipingtheguestcredit
cardandauthorizingcreditequaltotheroomrateplustaxxthenumberofnightsstayplusafixed
amountforincidentalchargesinaccordancewiththehotelspolicy.Whenacceptingcreditcard
payments,theFrontDeskagentmustverifytheexpirationdate,comparethenameandsignatureon
thecreditcardtotheguestnameonthereservationandobtainthenecessaryapprovalcodefromthe
creditcardcompany.

2. AtriumHospitalityacceptsdebitcardsasmethodofpayment.Ifaguestprovidesadebitcard,the
FrontDeskagentmustinformtheguestofthebanksprocedureofholdingthechargeontheaccount
andwilltakethebankseveraldaysaftercheckouttorelease.

3. AtriumHospitalityonlyacceptscashuponcheckinduetoextenuatingcircumstancesandwith
writtenapprovalbytheGeneralManager.Adepositequaltotheroomrateplustaxxthenumberof
nightsstayplusafixedamountforincidentalchargesinaccordancewiththehotelspolicyshouldbe
collecteduponcheckin.

4. CashandTravelerschecksmaybeaccepteduponcheckoutwhenavalidcreditcardwasswipedto
authorizethefullstayontheaccountuponcheckin.

5. Undernocircumstanceswillabusinessorpersonalcheckbeacceptedasmethodofpayment,nor
acceptedforcashexchange.

6. Guestcreditmustbemonitoredthroughoutaguestsstaytoensureadditionalcreditissecuredwhen
aguestsbalanceexceedstheinitialamountcollectedorauthorized.Secondaryapprovalsare
obtainedautomaticallybythepropertymanagementsystemswhentheguestaccountisinexcessof
theauthorizedamount.

7. APMScreditreportmustbeprintedandrevieweddailybytheFrontOfficetoensurethat:nocredit
cardshavebeendeclinedcredit,creditcardsrequiringmanualphonecallarecalledinforapproval,
andcashguestshavenotoverextendedtheirprepayment.Thecreditreport,indicatingabrief
descriptionofactiontaken,mustbeforwardedtotheAccountingdepartment.

8. Allguestsaccountsmustbeclosedandchargedtoavalidpaymentmethoduponcheckout.Ifacash
payingcustomerchecksoutwitharefunddue,thefrontdeskagentwillrefundtheguestasapaidout
andobtaintheguestssignatureonapaidoutslip.