POLICY & PROCEDURE – FRONT OFFICE

Department: Front Office Ref: FO 01 Page: 1/2

Subject: Cash Paid Out Date: 25 Sep 2018 Date revised:

Prepared by: Approved by: Approved by:

DFBS General Manager

Distribution: All HOD Issued:

Purpose:
To establish guidelines for the captioned subject and to keep Paid out to a
minimum, and to ensure that Paid out transactions are properly validated and
authorized.

Procedure
1. Paid outs at Front Desk is classified as follows:
 Miscellaneous Paid out – Paid out in the form of cash advance for
guest services – purchase of flowers, guest transport, air ticket and
goods at hotel’s shop arcade etc.
 A Refund of guest’s deposits.
2. Paid outs shall be in local currency only.
3. The Paid out voucher must be handled and approved in the following
manner:
 Miscellaneous paid out.
 Approval by Duty Manager for amount not exceeding
NRs1,000.
 Approval by Front Office Manager or Asst. Front Office
Manager for amount above NRs1,000 up to maximum of NRs
50,000.
 Approval by General Manager, Executive Assistant Manager
or Director of Finance and Business Support for amount
exceeding NRs 50,000.
 5% handling fee will be charged to guest’s account for the Paid
out made.
  Refund of balance Guest Deposit.
 A refund of a guest’s balance deposit must be accompanied by
the original copy of cash receipt issued to the guest when he
checks in.
 If a guest misplaces the cash receipt, this should be indicated
on the paid out voucher. Guest must sign on both paid out
voucher and guest folio. The signature on the voucher/folio
must be matched with the signature on the guest registration
card.
 Approval from Duty Manager, Asst. Front Office Manager or
Front Office Manager must be obtained for refund exceeding
NRs 1, 000.

4. Upon receiving request for paid out, the front office agent will prepare the
paid out voucher. The following must be recorded.

 Guest Name
 Room Number
 Date
 Description/purpose of paid out transactions
 Amount
 The Front Office Agent’s signature
 The authorizing signature
 The guest’s signature

5. Paid out voucher must be approved by authorized personnel before cash is

paid.
6. All Paid out Vouchers must be used in numerical sequence. Cancelled
vouchers must be returned to the Accounts Department (Night Audit). The
employee will be charged $ 2 for each missing paid out voucher.

Applicable Departments: Front Office /Finance