Date:

Property:
GM Name:
SOX 404 Island Hospitality
ITEM ACTION Explanation of Actions
Review Daily Revenue
Reports -Use a
report that shows all
transaction details for
the day and the credit
card transmittal
report along with the
folios and vouchers
for each credit card
adjustment
GM is to review all
revenue reports to
ensure that all
revenue is accounted
for. Review credits to
credit cards with
backup folios.
Address discrepancies
in the "Notes" column.
This question is made up of 2 parts.
1-For the first part, you want to make sure that all of your revenue is accounted for and in line with expectations. Look at your transaction report, check the following:
Are ADR & Occupancy in line with expectations in regards to budget? If not why?
Was all revenue posted properly? Some things to look for are: Phone systems that have stopped posting charges; Valet or Pantry charges that should have been posted but werent.
Are there any odd unexplained postings? (such as fire log postings when there are no fireplaces in rooms). When associates do not know what code to use they will often guess something
peculiar.
When you have completed reviewing the report and making any necessary corrections in your PMS system, you will then need to initial and attach the report to the checklist, make an
appropriate note on the checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
For the second part, you want to check all credit card credits for accuracy, errors that could be prevented in the future and possible fraudulent credits. Look at your credit card transmittal
report for any credit card credits. ALL credits on this report MUST have proper back-up and MUST be approved by the GM or AGM. The proper back-up includes:
Folio containing original charges AND adjusted/refunded charges. You will want to make sure that these match -that we didnt one type of charge but adjusted a different type of charge
(i.e. original charge is a room charge but adjusted charge is a phone charge)
Yellow Adjustment Voucher- This must be signed by the person making the adjustment and must be approved by the GM or AGM. (For separation of duties reasons, you cannot approve
your own adjustments). The adjustment/refund must be explained on the voucher. Please be careful to avoid using reasons that do not properly explain why the adjustment/refund was
made (such as Per GM, Error, Adjustment)
When you have completed reviewing the report and making any necessary corrections in your PMS system, you will then need to initial and attach the report to the checklist,
make an appropriate note on the checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
Review Rate Variance
Report
Use a report that
shows the actual rate,
the rate program
used and the rate that
should be charged
according to the rate
program-
Review the rate
variance report to
ensure that all rates
are reasonable.
Variances should be at
10% or below.
Address all variances
in the "Notes" column.
Look at your rate variance report. Note how many variances you have due to:
Upgrades
Share-withs
Locally negotiated rates
Coupon rates
Rates adjusted due to Guest Satisfaction issues
Be careful to make sure that you check for rate errors- these will lead to adjustments/refunds and possibly guest satisfaction issues.
Also check for fraudulent rates. Sometimes, associates will give very low rates to friends/family without your permission. Another thing to watch out for are associates stealing from you
by having cash paying guests believe they are paying a higher rate than is actually posted so that they can keep the cash difference.
When you have completed reviewing the report and making any necessary corrections in your PMS system, you will then need to initial and attach the report to the checklist, make an
appropriate note on the checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
Advanced Rate Variance procedures for the mathematically inclined-Percent variant equals the actual rate charged divided by the expected rate. The total rate variance for each hotel each
day should be no more than 10% after you remove naturally occurring variances (those due to share-withs, upgrades, etc)
DAILY GENERAL MANAGER CHECKLIST
Review All
Adjustments --Use a
report that shows all
transaction details for
the day and the credit
card transmittal
report along with the
folios and vouchers
for every adjustment
Review all
adjustments and
provide explanations
for same in the
"Notes" column or on
a separate sheet of
paper.
In section 1, all credit card credits were checked for accuracy and then approved. In this section, ALL other refunds and adjustments will be checked for accuracy and then approved.
Look at your accounting detail posting report for all refunds and adjustments.
When reviewing your report, look for:
1-Any posting that is a positive number when it should be a negative number (such as in the case of credit card postings, cash postings, security deposit postings)
2-Any posting that is a negative number when it should be a positive number (such as valet postings, parking postings, room charge postings, tax postings)
3-Postings that contain Refund in the title or uses an adjustment code (usually starts with X or Z)
ALL refunds and adjustments on this report MUST have proper back-up and MUST be approved by the GM or AGM.
The proper back-up includes:
A-Folio containing original charges AND adjusted/refunded charges. You will want to make sure that these match -that we didnt one type of charge but adjusted a different type of
charge (i.e. original charge is a room charge but adjusted charge is a phone charge)
B-Yellow Adjustment Voucher- This must be signed by the person making the adjustment and must be approved by the GM or AGM. (For separation of duties reasons, you cannot approve
When you have completed reviewing the report and making any necessary corrections in your PMS system, you will then need to initial and attach the report to the checklist,
make an appropriate note on the checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
Island HOSPITALITY DAILY CONTROLS
Review Guest Ledger
with House Accounts -
Use a report that
shows the total
balance owed per
guest/room and a
report that shows the
current credit
available to per
guest/room
Review the ledger and
ensure that there are
no balances over
$1000.00. Verify all
cash and check paying
guests have prepaid
their stay. House
Accounts should be
clear. Address all
exceptions in the
"Notes" column.
Look at your Guest Ledger Report, High Balance Report, House Account Report and Group Masters Report.
All balances (Guest, Group Master, House Account, etc.) must be secured. All cash or check paying guests must pre-pay expected charges (Any security deposits obtained should not be
applied towards balances. They are supposed to be in addition to any charges incurred) Any credit card paying guest that does not have enough authorization to cover all charges is
considered to be a cash paying guest. If proper authorization cannot be obtained, the guest must pre-pay expected charges.
All in-house guest balances must not exceed $1000. If a guest has multiple folios for one room, the total of these folios cannot exceed $1000. If a guest has multiple rooms, then each
room total balance must not exceed $1000.
House accounts cannot carry a balance from day to day. All house accounts need to be cleared every day.
Group Masters cannot carry a balance past the checkout date in the PMS system.
After reviewing the reports and making any necessary corrections in your PMS system, you will then need to initial and attach each report to the checklist, make an appropriate note on the
checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
Review Room
Reconciliation Report-
Must use the required
Island Hospitality
form
Review the Room
Reconciliation Report
to ensure that all
occupied and vacant
dirty rooms are
accounted for. Any
discrepancies must be
thoroughly
investigated and
addressed in the
"Notes" column.
Using the Innkeepers Housekeeping Reconciliation Report, the night auditor fills out the top portion until he/she reaches the Night Auditor Signature line.
The number in the row marked Rooms Sold On Audit Minus Comps comes straight from the revenue reports. This number plus and/or minus
late check-ins,
complimentary rooms and
rooms that are listed as VD in the computer when the audit is started
MUST equal the number in the row marked TOTAL ROOMS TO BE CLEANED.
Upon completion of the night audit section, the auditor MUST sign in the signature space provided.
The report then goes to the Housekeeping Manager or Supervisor (HK Exec) who will then use the housekeeping boards to fill out their section.
The row marked TOTAL ROOMS CLEANED BY HOUSEKEEPING is the number of rooms that was physically cleaned by the housekeepers that day.
The HK Exec will then count out and enter the number of
No Service rooms,
Rooms that should have been cleaned but werent because they were put in Out Of Order
Rooms that were in Out Of Order status so were not counted in the TOTAL ROOMS CLEANED BY HOUSEKEEPING number but are now ready to go back into service and need cleaning.
Day Use Rooms (Rooms that were sold, but the guest checked out early so they can be re-sold again on the same day if cleaned)
Upon completion of the housekeeping section the HK Exec MUST sign in the signature space provided.
The number entered in the row marked TOTAL ROOMS CLEANED BY HOUSEKEEPING in the housekeeping section should equal the total number entered in the row marked TOTAL ROOMS T
If there are any variants, they need to be included in your notes in the appropriate section on the checklist cover page. You will then need to sign the GENERAL MANAGER SIGNATURE space
Attached the report to the checklist, make an appropriate note and sign in the corresponding signature box to indicate your completion and approval.
Review Out of Order
and Comp Rooms
Reports - Use a
report that shows all
out of order rooms
and all rooms with a
zero rate
Review the out of
order and the comp
room reports daily.
Look for repeats,
trends, and revenue
loss. Address all in
the "Notes" column.
Review the Out Of Order Rooms report and the Comp Room Report from your PMS system. On these reports, look for
unauthorized rooms (such as employees using rooms without your permission),
mistakes (Rooms that are comp but should be charged. Rooms that should have been put back in order for sale but werent).
rooms that are out of order over and over again for the same reasons (That air conditioner that you keep repairing may just need to be replaced? A plumbing expert may need to be
brought in to fix that leak? Etc)
guest service issues that need to be addressed (cleanliness or service issues that could have been avoided and may require more than just comping the guests stay.)
EVERY comp room and EVERY out of order room must be addressed in the notes section on the coverpage of the checklist.
After reviewing the reports and making any necessary corrections in your PMS system, you will then need to initial and attach the report to the checklist, make an appropriate note on the
checklist coverpage and sign the corresponding signature box to indicate your completion and approval.
Weekly- Verify Total
Cash on Property
Count the bank and
drawer to ensure that
the total cash on
property is accounted
for. Address
discrepancies in the
"Notes" column.
Once a week (preferably consistently on the same day of the week each week such as every Monday or every Friday) all cash on property needs to be counted in the presence of a witness.
All money must be present in the safe or drawer in the form of bills, coins, checks, petty cash slips or petty cash transmittal sheets. If petty cash is in transmission, the petty cash
transmittal sheet MUST be present as part of the bank or the bank will be short by this amount.
Using the required Innkeepers Hospitality Cash Count Sheet for your back-up report, document:
the total dollar amount of the actual cash (coins, bills & checks) that is present in each cash drawer and in the petty cash safe.
the total dollar amount of the petty cash slips present all of cash drawers and petty cash safe combined.
the dollar amount of the petty cash in transit (Petty cash that has been submitted to the corporate office for reimbursement but that has not been reimbursed at the time of the counting.
If the total amount that should be on property doesnt equal the actual amount, then the discrepancy must be investigated and explained.
When completed, the GM and witness must sign the Innkeepers Hospitality Cash Count Sheet.
You will then need to attach the report to the checklist, make an appropriate note on the checklist coverpage and
sign the corresponding signature box to indicate your completion and approval.
By 10th day of
Month - Obtain a List
of Active Employees
From Payroll
Review the list of
active employees from
payroll to ensure that
there are no
terminated associates
on the list.
Once a month, the payroll department will email your propertys current roster that they have on file to you. Review this roster to ensure that no terminated employees are present. Work
with your payroll analyst to correct any discrepancies.
You will then need to attach the report to the checklist, make an appropriate note on the checklist coverpage and
sign the corresponding signature box to indicate your completion and approval.
Review Daily
Deposits
Daily Closing
Summary
Daily Deposit Log
Bank Verified Deposit
Slip
Validated deposit slips
are reviewed for
accuracy with Daily
Closing Summary and
deposit logs. GM
must sign deposit
logs and file.
Upon receiving the Certified Deposit Slip from the bank, the certification date and amount of deposit MUST be verified to ensure no errors or theft has occurred.
Compare the amount stamped by the bank as deposited to the PMS report verifying how much the deposit should have been and to the amount logged as deposited into the safe on the
deposit log. Investigate any discrepancies. Make corrections as necessary. ALL discrepancies and corrective actions must be noted on the deposit log and must be included in your notes
in the appropriate section on the checklist cover page.
All deposits must be taken to the bank on the following business day. Check the date stamped by the bank on the deposit slip. If the deposit was not taken in time to be stamped by the
bank as being deposited into the bank on the following business day, then a note of explanation must be made on the deposit log and must be included in your notes in the appropriate
section on the checklist cover page.
You will then need to initial and attach the deposit log, deposit slip and PMS report used to verify the deposit amount to the checklist, make an appropriate note on the checklist coverpage
and
sign the corresponding signature box to indicate your completion and approval.
All reports referenced in this checklist are to be copied, signed by the General Manager, initialed where required and attached to this checklist every day.