POLICYANDPROCEDUREMANUAL

SOPNO:
ACCTGCASH00112/15
DEPARTMENT: ACCOUNTINGSUBSECTION:CASH
SUBJECT:
HOUSEFUNDSANDCASHHANDLINGISSUEDATE:DECEMBER11,2015

POLICY:Housebanksshouldbeproperlyapproved,documentedandroutinelyaudited.

PROCEDURE:

1. TheGeneralManagerandControllershouldascertainthetotalamountofhousefundsrequiredto
adequatelyhandlethepropertysrequirements.TherequestshouldbesubmittedtotheVPof
Financeforapproval.

2. Uponapproval,theGeneralCashierwillsubmitarequestforreimbursementforsuchamount
throughAccountsPayable.TheGeneralCashiersignsaHouseBankContract(attached)forthetotal
bankfund.TheGeneralCashiersoriginalsignedcontractmustbekeptbytheControllerandacopyof
thecompletedcontractmaintainedintheemployeespersonnelfileandinthemainsafe.

3. AstandardhousebankcontractshouldbedrawnupbytheGeneralCashier,authorizedbythe
employeesDepartmentHead,HumanResources(toacknowledgeproperbackgroundcheckhas
beencompleted),orGeneralManager(ifnoHRonsite)andapprovedbythepropertyController.As
aguideline,housebanksshouldnotbeissuedformorethananemployeesnettakehomepayfora
twoweekperiod,withtheexceptionoftheGeneralCashier.

4. Thecontractforhousebankfundsshouldbereviewedwiththeemployee.Theemployeemustsign
thelastpageandinitialallpagesoftheformuponreceiptofthebank.TheGeneralCashiermustkeep
theoriginalcontractonfileinthemainsafe,withacopyofthecompletedcontractmaintainedinthe
employeespersonnelfile.InadditiontotheBankContract,eachemployeehandingcash(including
Serverbankers)shouldsigntheCashHandlingPolicy.Serverbankersareemployeesthathandlecash
onbehalfofthehotelbutarenotissuedahotelbank.

5. Sharedbanks,whenauthorizedbytheVPofFinanceforuseataspecifiedproperty,willbeissuedas
pertheaboveprocedures,withacontractmaintainedonfileforeachemployeeauthorizedtoaccess
thesharedbank.Sharedbanksmustbeauditedateachchangeofshiftandtheauditincludedinthe
NightAuditPacket.

6. Safedepositboxesusedforemployeesbankscannothaveduplicatekeysunderanycircumstances.
Anyduplicatekeysreceivedfromthevendormustbedestroyedusingboltcuttersorothersuch
means,inthepresenceofawitnesstoincludethedirectorofsecurity,controller,orgeneralmanager.
Intheeventofalostorstolenkey,thevaultmustbedrilledopenimmediatelyandthelockandkey
replaced.Theindividualresponsibleforthemissingkeywillreimbursethehotelforallreasonable
costsincurredduringthedrillingandchangingsafedepositboxlocks,orforanycostsassociatedwith
replacingkeysentrustedtothatindividual,ifallowablebylocal/statelaws.

December 11, 2015

7. Whenacashierwillbeleavingthehotelforfourteen(14)ormorescheduleddays(i.e.forvacation,
leaveofabsence,orlayoff),thebankandkeymustbeturnedintotheGeneralCashier.Uponreturn
tothehotel,anewHouseBankContractmustbeexecutedandanewbankissued.

8. Ineventofatermination,theGeneralCashierwillauditthebankandvoidthecontract.Thevoided
contractandfinalauditwillbekeptintheemployeefile.

9. DepartmentheadsoranAccountingrepresentativemustauditalloutstandinghousebanksona
monthlybasisonasurprisebasis.Boththecashierandauditormustsignthehousebankauditand
forwardtoaccounting.Anyvariancesnotedduringtheauditmustbeproperlydocumentedand
handledinaccordancewiththeCashHandlingpolicy(attached).Overagesshouldberecordedand
droppedinthehotelsafe.Shortagesmustbeproperlyrecordedandcollectedfromtheemployee,if
allowedbylaw.

10. Asummaryreportmustbecompiledshowingtheresultsofthebankauditsmonthly.Thereport
shouldbedistributedtotheControllerandGeneralManagerandincludedintheBalanceSheet
reconciliation.BothSummaryandDetailsurprisebankcountsheetsarealsoduetotheCorporate
Officealongwithyourendofmonthpaperwork.