酒店会计标准手册.doc

Page 1 HOTEL ACCOUNTING STANDARDS MANUAL INTRODUCTION ACCOUNTING AND INTERNAL CONTROLS The Purpose of Accounting and Internal Controls Accounting and internal controls serve to A Safeguard the Company s assets B Secure the integrity of the Company s records and management information C Ensure that all levels of management comply with the relevant procedures to achieve a high degree of consistency among hotels D Ensure that the Company obtains value for money from its use of resources E Achieve the Company s objectives economically efficiently and effectively Hotel operation requires the delegation of duties Supervisors must exercise control over the duties delegated to staff members and staff members must account for their performance Owing to the fallibility of people and information systems internal control procedures are necessary Internal controls are in place to ensure that all information is correct reliable and processed on time This enables management to make decisions which will achieve Company objectives Every employee is involved in the internal control system every day The value of internal control is the same whether the employee performs control over his own activities or whether his Department Head Supervisor ensures the correct performance of delegated activities Division of Internal Controls The internal control system is roughly divided into preventive and detective measures Page 2 A Preventive measures are an essential part of the internal control system They are designed to prevent any occurrences which will abuse the organization s interests Preventive measures include 1 Segregation of duties Established by the Hotel s organization chart segregation of duties ensures that more than one employee or department is always involved in a transaction reducing the chance for undetected errors or falsification of records Segregation of duties is based on conflict of interests which should always exist between Hotel functions custody Cashier administrative Food and Beverage Manager for example recording Accounting Department for example and the audit function Income Auditor for example Any combination of these functions is undesirable as it may expose assets to the risk of loss 2 Job Descriptions These highlight staff responsibilities and reporting procedures and must comply with the Hotel s organization chart Job descriptions are the responsibility of the General Manager and Hotel Controller and must be signed by both the employee and employer Delegation of duties to a lower level in the organization must be in writing indicating relevant instructions and authorization levels Nevertheless delegation of duties does not excuse Supervisors Managers from their original responsibilities and from ensuring that all instructions are properly performed The required checks described above must be documented at all times to ensure the performance of internal control 3 Audit trails provide evidence for financial transactions using supporting documentation to facilitate the detection and correction of errors or omissions in recording revenues and costs 4 Budgets Properly prepared budgets can ensure the detection of unreported revenues and costs by establishing differences between budgeted and actual figures B Detective measures are internal controls performed after the fact They verify the accuracy of information such as stocks and floats and ensure that instructions have been followed properly Page 3 III A The Hotel Controller s Role The Hotel Controller plays a key role in the Hotel s internal control system He supervises the Accounting Department and ensures the prevention detection investigation and correction of all inconsistencies In addition he ensures that the Accounting Department does not record any revenue or cost transaction which is not complete correct and duly authorized He ensures compliance with the Hotel Accounting Standards Manual and refers staff members to relevant sections B Organization Charts Standard organization charts for each region are based on segregation of duties availability of staff and the use of a centralized or a decentralized accounting system No exceptions are allowed on the management level including an accounting function the Food and Beverage Controller and the Income Auditor Combination of jobs at this level would undermine the principles of segregation of duties and increase the risk of undetected errors in revenue and cost recording In addition to the reporting relationships described in the attached organization charts the following reporting relationships should be maintained 1 The Payroll Supervisor or Clerk who prepares calculates the actual payroll reports to the Hotel Controller 2 Timekeepers report only to the Hotel Controller or General Manager 3 The Purchasing Manager reports to the General Manager 4 The Receiving Clerk reports only to the Hotel Controller 5 The Storeroom Clerk reports only to the Hotel Controller 6 The Accounts Receivable Clerk reports only to the Hotel Controller with a functional responsibility to the Credit Manager 7 Accounts Payable reports to the Hotel Controller Page 4 HOTEL OVERVIEW IFront Office The Front Office is primarily responsible for the control of reservations guest registration telephone services and guest accounting It is the first point of reference for guest queries The Front Office staff prepares financial accounting reports for revenues and costs the business mix reports for allocation of market segmentation and the month end package The staff provides forecast information for occupancy and revenue targets The Front Office staff is responsible for ensuring that guest registration is carried out in accordance with local laws and regulations and that registration adheres to the accounting controls and procedures regarding registration and the issuance of credit to guests IIHousekeeping Department The Hotel s Housekeeping Department is responsible for the maintenance of product quality standards in guest rooms and public areas This responsibility includes the control of costs within budget of the departmental payroll and expendable supplies On a daily basis the Housekeeping staff prepares the Housekeeping reports in accordance with established accounting procedures IIIFood and Beverage Department The primary responsibility of the Food and Beverage Department is to manage the Hotel s food and beverage operations This includes maintaining product quality ensuring the satisfaction of customer needs and maximizing the department s contributions to the Hotel s profit To fulfill these responsibilities the Food and Beverage Department staff maintains total costs within the budgeted cost percentages authorizes purchases of food and beverage items and establishes the minimum and maximum levels of food and beverage stocks to control inventory costs The Food and Beverage Manager in conjunction with the General Manager and the Food and Beverage Controller is responsible for establishing the menu prices charged to customers in the Hotel s food and beverage outlets Page 5 IV Finance Department The Finance department is responsible for complying with all the Company financial policies procedures and reporting requirements The department monitors and controls all revenues and expenses within the framework of the agreed budget The Finance Department provides the General Manager with sound business advice relating to proposed business activities cash flow and other financial analyses The department s staff provides guest accounting services in all points of sales and provides the General Manager with such management accounting services as budget preparation forecasting and daily and monthly management statistics See also the job descriptions for Hotel Controller Night Auditor Income Auditor Food and Beverage Controller V Personnel Department The Personnel Department is responsible for the support and maintenance of staff relations in order to maximize career development potential and staff performance standards and to minimize staff turnover The Personnel Department assists in the recruitment of staff and the maintenance of personnel files The department is responsible for ensuring that local labour legislation and legal requirements are met regarding the employment and remuneration of staff The Personnel Department staff must follow the accounting procedures established for the appointment transfer and dismissal of staff In addition the department must ensure that payroll preparation is carried out in a timely and accurate manner Page 6 VI Purchasing Department The Purchasing Department maintains the purchasing system and follows established procedures to obtain the lowest possible prices for the goods and services required by the Hotel and to ensure acceptable standards of quality and service This department performs market surveys to identify competitive prices and to obtain quotations from supplies for the purchase of goods and services after they have been approved The Purchasing Department staff handles all paperwork related to the purchase and receipt of these goods and services VII Sales Department The Sales Department staff is responsible for the development and maintenance of Hotel accounts and for the implementation of the Company s sales and marketing strategies The staff monitors the business mix statistics and key accounts to maximize the Hotel s revenue and provides information regarding the strategy and pricing policy of competing Hotels The se actions ensure that Hotel ABC quotations are in line with the local market The Sales Department staff is required to follow Company policy and procedures relating to the acceptance of contracts to provide services including the allowance of credit to customers VIII Engineering Department The Engineering Department is responsible for the management and maintenance of the operations and functions of the Hotel s interior and exterior facilities such as heating air conditioning and grounds care The Engineering staff plans programmes to ensure cost controls protection of assets and employee and guest safety Page 7 APPENDIX JOB DESCRIPTIONS TITLE Hotel Controller DEPARTMENT A ensures that all receipts are in a timely manner deposited to the Hotel s bank account and reconciles outstanding deposits in a timely and accurate manner 4 Controls exposure to bad debt losses and ensures timely collection of accounts receivable by maintaining procedures for credit and collection in accordance and Company policies and procedures 5 Manages the balance sheet account coding and Chart of Accounts Posts revenues or expenditures only after ensuring correctness and completeness Supervises disbursement procedures Ensures documentation on contract payments Ensures completeness of accruals and prepayments utilities control and metering 6 Manages the accounting period closing process including asset management reconciliation of accounts analysis of suspense accounts and pre payments and accrual of liabilities and deferred charges according to Company policy or instruction from the District Controller 7 Implements correct receiving storing and stock taking procedures minimum and maximum operating stock levels and management reporting related to segregation of duties 8 Manages the employee benefits and bonus system 9 Ensures the effective and fail safe management of all computerized financial activities Establishes secure entrance procedures for computerized systems 10 Conducts a Self Audit Survey as required 11 Understands the details of and ensures adherence to the management contract and all operating contracts Page 10 TITLE Food and Beverage Controller DEPARTMENT A that is Front Office replacement set and master set In addition the Executive Housekeeper will bring the coding chart up to date accordingly The coding chart must be kept secured at all times The Hotel Controller will keep a copy of the coding chart If any keys are returned they must be given to Housekeeping to ensure that they still meet the original installation specifications Page 17 CASH REGISTER CONTROLS RESET CONTROL Unauthorized cash register certifications can be avoided by maintaining continuous control over cash register resets Z readings Cash registers without a reset meter can be certified correct by reviewing the daily audit journal and keeping the transaction numbers sequential Controls Z readings on all cash registers Front Office and outlets will be recorded in a permanent Reset Log with a separate section for each machine The Income Auditor will maintain the Reset Log which the Hotel Controller or Assistant Controller will periodically verify to ensure that the recorded reset numbers comply with the actual meter readings Formats for cash register reset logs are A For registers with sequentially numbered resets meter or journal tape Outlet Machine Required Number of Daily Resets 1 DateBeginning Reset Ending Reset Number of Resets VarianceRecorded by Explanation for Variance 4 4 1 1 2 3 1 Number of resets required to clear a day s transactions varies by machine type Record reset variances which are more or less than the required number 2 Income Auditor s signature 3 Explanation and initials of Hotel Controller investigating 4 Beginning Reset must follow the prior day s Ending Reset in exact numerical sequence B For registers without sequentially numbered resets Outlet Machine Required Number of Daily Resets 1 DateBeginning Transaction Ending Transaction VarianceRecorded by Explanation for Missing Transactions 1 1 2 3 4 Page 18 1 Beginning Transaction to follow prior day s Ending Transaction in exact numerical sequence 2 Variances are any discrepancies in 1 and or any abnormal Z readings or any transaction numbers missing from the journal tape 3 Income Auditor s signature 4 Explanation and initials of Hotel Controller investigating variances The Hotel Controller or Assistant Controller must periodically review the cash register Reset Log to ensure log reset transaction readings agree with corresponding actual cash register readings and that variances are explained Logbooks will be retained indefinitely for review by the District Controller and the Company s Internal Auditors Management not the cash register operator will retain the Z keys A backup procedure as outlined in the machine manual must be performed and a backup record maintained Page 19 CASH REGISTER CONTROLS ECR PROGRAMMING CONTROL Virtually all electronic cash registers ECRs are programmable for room rates menu pricing tax charges and other commonly used functions This programmability makes it imperative to strictly limit access to the programme mode of all ECRs Controls The Hotel Controller must personally maintain programming keys access codes in a sealed envelope countersigned by the Hotel Controller and General Manager Keys may be issued only to authorized representatives of the ECR s manufacturer or service agent and only when necessary for equipment maintenance or repair Hotel management must not change programmes except under the supervision and or authority of the ECR manufacturer or service agent Access codes will be changed when Hotel management changes or if the code s confidentiality is compromised If programming changes are required they must be documented and signed by the manufacturer or service agent Page 20 ACCESS CONTROLS COMPUTERIZED SYSTEMS CONTROLS I Data backup Each day backups must be performed by the Front Office points of sales Accounting and accounts receivable systems and a Backup Log must be maintained Frequent backups are recommended for automatic or magnetic tape backup systems Refer to Form i A Weekly backups must be performed and records maintained for nonessential systems such as word processing and spreadsheets II Data Storage All data backups must be stored in a fireproof waterproof facility Once a week one set of backup records will be stored offsite on a rotating basis for example in the Regional Office storage facility or the bank safe III Password All system accesses must be controlled through passwords recorded and stored in a sealed envelope in the Hotel safe This will be the responsibility of the Hotel Controller A Passwords must be changed 1 At least quarterly 2 Immediately upon a change of staff 3 Immediately following staff vacation if the password is given to another staff member during the vacation 4 Immediately if the password becomes known by an unauthorized person B Password changes must be recorded on a Record of Password Change for internal audit verification Refer to Form i B IV Supervisor and Management Keys A record of receipt must be maintained showing all supervisor and management keys distributed for use in point of sales systems Page 21 V Additional Provisions for Minicomputers In addition to the controls and procedures for computer systems the following must be followed A Physical Facilities All minicomputers must be 1 Installed with environment control systems such as air conditioned rooms as specified by the manufacturer 2 Installed in a locked room preventing access by unauthorized personnel 3 Protected with an appropriate fire system such as halon sprinkler to prevent damage 4 Protected with a surge protection system and an uninterruptible power supply system battery backup B Maintenance Contracts When feasible all minicomputer equipment should have adequate ongoing maintenance contracts which must include preventive maintenance to ensure long term effective use of the equipment If no contract exists an internal job description must show that these duties have been assigned C Modern Access Modern access for software maintenance must be controlled through a mechanical switch to ensure controlled and authorized access D Data Backup All data backup procedures must be completed without fail and stored in an approved data storage safe E Passwords Passwords assigned for software maintenance companies should be changed every six 6 months and the respective co