ADMINISTRATIVE MANUAL (BIBLE)

Section 1: Payroll
Daily
In the morning, take timesheets of both Hilton and Emprise staff and enter hours into
computer. Once completed, place the respective timesheets in their various filing
areas.
Practical
File name: H:\Stewarding\Payroll\Year\month\HR Imput.
1. Click on H:\ Drive
2. Then Payroll
3. Then Year
4. Then month
5. Then HR Imput.
6. Follow the correct shifts as per the legend (Do not at any time change any info, by
copy & pasting or dragging as this will cause the info to be misread.)
7. The 1st and 3rd lines, per person are for the forecasted hours and forecasted extra
hours.
8. The 2nd & 4th lines, per person are for the actual hours and actual adjusted hours.
9. The computer will read from the salary file, the Name, Employee no and
Salary/Hourly.
NAME Shift Monday Tuesday

29-Sep 30-Sep
Mr Smith
1 1
2030025 Actual
1 1
Hourly/ F Adj. Hours
Salary
2030025
2Adj. Hours
0

Forecast hours extra (over 8)

Actual hours completed extra (over 8)

10) Always remember to save.

Weekly
On Friday morning, after completing the daily procedures, go the output section in
payroll as per week required and adjust hours accordingly. All hourly Hilton staff
work on a 39hr week, thus taking into account the overtime where there is none for
salaried positions. Once this is adjusted then print, and receive signatures to attached
to various names. (SEE NEXT STEP FOR WEEKLY THOUGH B4 HANDING IT IN
FOR SIGNATURES)
Once completed, hand it into the Chef for a signature, then pass onto GM-if overtime
required), who will then pass it onto Accounts for processing.
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 Practical
File name: H:\Stewarding\Payroll\Year\month\OUTPUT Hr w?? (as per
required week).
1. Follow steps 1 to 4, then
2. Click on OUTPUT Hr w??? (depending on the week)
3. Adjust the hours in the column (overtime) only. Do not delete formulas.
4. Hours at end of week should = 39, thus 5 days x 7.8 hrs
F/Cast 12:00 20:00 7:00 15:00 OFF OFF 12:00 20:00 OFF OFF 14:00 22:00 12:00 20:00 Forecast 40
Actual 12:00 20:00 7:00 15:00 OFF OFF 12:00 20:00 OFF OFF 14:00 22:00 12:00 20:00 Actual 40
Adj. Hours 3.5 2.5 0 0 0 0 3 Hours inc. 49
Adj. Hrs
8 8 0 8 0 8 8
Time 8 8 0 8 0 8 7 Time 39
( Hourly)
Over Time 3.5 2.5 0 0 0 0 4 Over Time 10
Accrued Hours 0 0 0 0 0 0 0 Acr. Hours 0

Weekly
Open the file ‘Accrual Monthly KP and Night cleaners’, to put the weekly hours into
the computer for end of month figures.
1. Click on L:\ Drive, Fb_group
2. Then Stewarding
3. Then Payroll
4. Then ‘Accrual Monthly KP and Night cleaners’

Once this is opened, fill in the various hours under various names. This should be
done every Friday morning as to maintain a good level of efficiency and accuracy.
θ This list of names and hours must then be copied and pasted, on an email to HR.
1. Click on New Message
2. Type surname of recipient
3. Type – “Here are the hours from the past week for Stewarding”
4. Copy the list from the file ‘Accrual Monthly KP and Night cleaners’
5. Paste onto email.
6. Must add any Hilton Staff hours underneath this list
7. Then send.

Month beginning
θ Open the following files for whatever month you are going to start:
θ HR Imput.
θ OUTPUT Hr w1
θ The dates at the top of the page for HR Imput should be from the 1st of the month
to the last day of the month.

Month-end
θ If you have kept a good, up to date record per week this is quick and easy.
θ Complete the weekly steps, but on the 1st working day of the following month.
E.g.: October month-end done on the 3rd November. Place the staff hours as
per above.
θ On the file ‘Accrual Monthly KP and Night cleaners’, there is two amounts that
concern you for month end.
Amount number 1

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 Total £13,939.71
θAccrual
This above amount is for the day KP. All KP’s are on £5.94 (paid to company)
except supervisors (£6.14)
Very light green

Night
Cleaners
Three people £ 5,636.60
Fourth £ 1,332.00
person
£6,968.60

θ This above amount is for the night cleaners.

θ The contract for night cleaners should stay at the same price unless minimum
wage or company annual increases.
θ This information must be sent to Christy Bramford in accounts so that the amount
can be accrued each month so that the Invoices can then be paid upon
receiving them. This can be done by attaching the file to the email but with
the 2 totals still written on the email.
θ This information must also go along with the following:
θ A summary of KP waste rubbish bails @ £20- /bale
θ A summary of KP waste glass containers 1100lt @ £5/bin
θ For the information for KP Waste,
θ You need to take the receipts out of the mailbox in the loading bay,
separate them, if possible, into glass and rubbish.
θ Attach these receipts to a sheet of paper intitled “KP Waste log”
θ This can be found by:
1. Click on Fb_group
2. Then Stewarding
3. Then KP Waste
4. Then “KP Waste log”
¬ Place the sheet in the folder (Invoices) under the correct month.

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 Section 2: Administration

Filing:
¬ All filing must be done correctly first time in order to reduce time looking for
information once it is required.
¬ The correct file must be used and the papers must be filed under the correct
placement. (therefore Brasserie info doesn’t go in the same place as Room
service
¬ The following are the files concerning stewarding:
¬ TBS training records
¬ Purchase Orders
¬ Nightcleaner Checklists
¬ Invoices
¬ Contracts/Agreements
¬ 5 x H&S Folders:
1. H&S Training Folder
2. C.O.S.H.H.
3. General Safety
4. Food Safety – Kitchen
5. Other Health & Safety

θ All computer files for stewarding can be found under Fb_group and stewarding
except for payroll.
θ All files can be looked for under their various subjects (H&S, outside suppliers
etc:)
θ If you need to add a folder:
1. Then open any item
2. Click on save as
3. Go to where you would like to put new folder
4. Click on ‘create new folder’ and type the new name & enter.

θ To copy a file or folder:

1. Click on open icon or under file, then open
2. Click on folder or item
3. Then right click and go down to ‘Copy’
4. The click off the folder/file and right click on the white section
5. Go down to ‘paste’.
6. Click 2 times slowly apart on the new file entitled “Copy of …..” and
rename the file or folder.

θ To remove passwords
1. Click on ‘tools’
2. Then ‘protection ‘
3. Then ‘unprotect sheet’
There are no passwords set up for any stewarding programs on word. There is on
excel, but these are there so that someone doesn’t erase prices etc:

Compiled by: Hadleigh Goldman

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