POLICYANDPROCEDUREMANUAL

SOPNO:ACCTGCASH00511/15
DEPARTMENT: ACCOUNTINGSUBSECTION:CASH
SUBJECT:
MANAGERSACCOUNTISSUEDATE:NOVEMBER30,2015

POLICY:TheManagersAccountshouldonlybeusedforemergencysituationsoritemsthatrequire
immediatepaymenttomeetregulatorydeadlines.AnyManagerscheckforanamountover$1,000must
havepreapproval,byemail,fromtheVPofFinanceandHotelAccounting.

PROCEDURE:

1. Managersaccountcheckbooksandregistersaretobemaintainedinalocked,securelocation.

2. PaymentsthatfallunderManagersCheckGuidelinesinclude:
a. AlcoholicBeveragesasrequiredbyStateLawCheckwithyourStaffAccountant.Thisdoes
notapplytoallproperties,orpropertiesonFintech.
b. EmergencyPaymentsLifeSafetyitemsoranyitemthatisneededinavoidingthe
interruptionofarevenuegeneratingactivity,GuestRelationsissues,andsomeGuest
Refunds.
c. PettyCashReimbursementsThesechecksmustfollowproceduresinthepolicyonPetty
Cash(ACCTGCASH002)andmayrequirefurtherdiscussionwiththeStaffAccountantafter
reconciliation.

3. VoidorLost/StolenChecksmustbereportedtoyourStaffAccountantimmediately.

4. Absolutelynocheckwillbewrittenwithoutpriordocumentationtosetupthevendor.Thisincludes
W9information.Thismayresultinthecheckbeingreturned(dishonored)bythebank.

5. ManagersChecksshouldneverbewrittenforExpenseReportreimbursementorforanyitemwhichis
normallysuppliedbyapprovedVendorandtypicallyprocessedthroughtheAccountsPayableprocess.
(Example:OfficeSupplies,GiftShopItemsetc.;itemslikethesetypicallydonotconstitutean
emergency.HotelManagementmustplanpurchasinginadvancetoavoidunnecessaryemergency
situations.)

6. NoManagerscheckwilleverbeissuedwithonlyasignature.(Example:Walmartautofillin)All
checksmustbecompletedinfull,clearlyandlegiblywrittenbythePropertyAccountant,toinclude
thefollowing:
CompleteDate
RecipientsName/VendorNameThisshouldneverbeCashorBearer
NumericDollarAmount(e.g.$123.45)
WordedDollarAmount(e.g.OneHundredTwentyThreeDollarsand45/100)
MemoThisshouldincludeaninvoicenumberorreference/accountnumberordescriptionof
goodsorservicesrendered
AuthorizedSignature(s)

7. ManagerscheckscannotbewrittenforAdvanceDepositrefunds.Thesemustbesetupinthesystem
asarefundvendor.CheckswillbemailedfromtheCorporateAccountingOffice.

December 1, 2015

8. ManagerschecksmaybewrittenforGuestRefundsonlyiftheGuestsaccountwasnotpaidbycheck
orcreditcard.IftheGuestsaccountwaspaidbyCheck,itmustbesetupinthesystemasarefund
vendorandmailedfromtheCorporateAccountingOffice.Creditcardaccountsshouldberefundedto
theappropriatecreditcardonfile.

9. EachManagerscheckshouldbewrittenforoneinvoiceonly.InordertobeproperlyrecordedinM3,
eachinvoicemusthaveitsowncheck.

10. ThePropertyAccountantwillsubmitallinvoicesandreceiptstotheCorporateStaffAccountantona
dailybasis.Failuretosubmitonadailybasismayresultinthebankreturning(dishonoring)checks.
Allsubmissionsmustincludeeachofthefollowing:
StoreName
ReceiptDate
CheckDate
ReasonforExpenditure
GeneralManagersapproval
AtriumGLcoding
Checkimage

11. TheCorporateStaffAccountantwillpostallchecksissuedintheAccountingSystemasamanual
check,designatingtheManagersAccountasthebankaccount.Allapplicablebackupmustbe
scannedintotheAccountingSystembytheCorporateStaffAccountant.

12. Reimbursements:WellsFargoBankOncecashed,thecheckswillappearasreversepositivepay
transactions.TheCorporateStaffAccountantwillreviewandapprovetransactionsonadailybasis.
TransactionswillberejectediftheCorporateStaffAccountantdoesnotreceivetherequiredsupport.
CheckswillbereimbursedautomaticallyviaZBAfromtheOperatingAccount.

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