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POLICYANDPROCEDUREMANUAL

SOPNO:
ACCTGCASH00611/15
DEPARTMENT: ACCOUNTINGSUBSECTION:CASH
SUBJECT:
PAIDOUTSANDDUEBACKSISSUEDATE:November30,2015

POLICY:PaidOutsandDueBacksmustbeproperlyrecordedandaccountedfor.

PROCEDURE:

1. PaidOuts
a. APaidOutistheoppositeofaCashPayment.Ifcashisgivenouttoaguest,aPaidOutis
posted.ThismusthaveitsowncodeinyourPMS.Negativecashmaynotbeposted.
TypicallythePaidOutismadetorefundaguestforacreditbalance,eitherontheirroom
foliooraHouseAccount.
i. AsignedguestfolioorPaidOutVoucherattachedtothefoliomustbecompletedfor
anyPaidOutPosted,andmustincludeALLofthefollowingitems:
Date
RoomNumber/HouseAccountNumber
GuestName
AmountofPaidOut
SignatureoftheGuestreceivingCash
i. Onlytheindividualregisteredtotheroommayreceiveany
refund.Noexceptions.
SignatureoftheFrontOfficeAgent
ii. ThePaidOutVoucherand/orsignedfoliowillberetainedintheAuditPack.

2. DueBacks
a. ADueBackoccurswhenacashierpaysoutmorecashthanheorshetakesin.Thiseffectively
makesthecashierscalculated(notactual)depositnegative.Thefollowingprocedure
applies:
i. Cashierpreparesadepositenvelopeshowingthetotaldepositasacredit<in
brackets>,andcompletesandplacesaDueBackvoucherinthebank.
ii. ThecashierrecordsthedepositontheDepositLogasacredit.
iii. Thepersonpreparingthebankdepositthefollowingbusinessdaytakesthisamount
incashfromthedepositandreturnsittotheappropriatebank.Atthistimethe
voucherisremovedandthebankshouldbeatitscorrectbalance.

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