Today's Hotelier - April 2018 - 108

OPERATIONS

"

It's a big challenge
to get a policy
manual together
for a hotel or hotel
company. The
big brands have
resources to get
the job done but
the smaller brands
and management
companies do not
have the same
bandwidth.

"

about some of those details at the start
of our project. Making the task more difficult by piling on more information is a
common mistake, and it is an error we
want to avoid.
Quite often hotel financial executives
and managers confuse accounting policy
with procedures. It may take time to
really comprehend this, but once you
break through this barrier it is much
smoother sailing. Policies and procedures are very different and mixing the
two together is not a productive exercise.
To clarify, policies are like the laws
that form the fabric of your business.
They are the dos and don'ts of your
company. The policies are the black
and white structure you want in place
so people can clearly see the rules of
the financial road. Understanding these
rules completely is the first step to compliance. Making the rules simple, clear
and understood is the key to creating
the strong financial culture in your hotel
and hotel company. You also want concise policies so you have the basis for an
effective internal control review process.

10 8  | APRIL 2018 | TODAYSHOTELIER.COM

Below is a sample accounting policy
that does not include any procedures.
The policy is clear and concise. The
policy reader knows what the expectation is.

POLICY-ONLY EXAMPLE:
Policy Section -
Cash Policy 3-1 Bank Reconciliation

PURPOSE
To properly handle and control monthly
bank reconciliations.

POLICY
All bank accounts are to be completely reconciled by the 15th calendar day of the following month.
The standard reconciliation form
spreadsheet is to be used.
A paper copy of the reconciliation is
to be produced each month.
Review and approval in writing is to
also be completed by the 15th of each
month by the director of finance.
All supporting documentation must
be included with the reconciliation
and/or the location clearly referenced
on the reconciliation for all: bank
statements, outstanding deposits,
outstanding checks and all adjusting entries.
The reconciliation must be complete,
and all relevant documents that
support the reconciliation must be
attached or easily found via reference, i.e., bank statements.
The reconciliation is not to be completed by any employee that has bank
account signing authority.
The reconciliation is not to be completed by anyone who prepares the
bank deposit.
All outstanding checks are to be
reversed once they are 180 days old
All bank mail or email statements are
to be opened first by the director of
finance.

FORMS - STANDARD BANK
RECONCILIATION EXCEL SHEET
AND TEMPLATE
The bank reconciliation policy example above outlines only what needs to be
done and not done.
When we mix the policy with a procedure we cloud the picture. Procedures
are important but not as they relate to
creating and maintaining policy. In the
above example, if we were to include
the procedures we would have three
problems:
1. Procedures are prone to be local. Do
I start with clearing my outstanding
checks or deposits in transit or credit
cards? Do I use an electronic system
that the bank provides to clear the
checks or do I do it manually in my
system? How do I receive my chargebacks, online or in the mail? What
about my deposits in transit, do I
use a service that delays my deposits or do I deliver the funds directly
to the bank?
2. Procedures are prone to have a bias.
Who has the best process to follow to
do a bank reconciliation? There is not
always agreement - if we get five hotel
accountants in a room to discuss the
best way to complete a bank reconciliation, we are going to have at least six
different opinions.
3. Procedures change rapidly. When
technology procedures change
quickly - depending on where you
are located - these changes are not
always available at the same time. If
you incorporate procedures into your
policy, you will have a consistency
challenge. "Oh, we don't do that part
because our system is not on the latest version." This is exactly what you
want to avoid with your policy - any
wiggle room.
All of these amount to make the policy vague, and when it is not crystal clear
it is much easier to side step the meat of


http://www.TODAYSHOTELIER.COM

Table of Contents for the Digital Edition of Today's Hotelier - April 2018

Letter From the Chairman
Letter From the President & CEO
Government Affairs & Advocacy
The C-Suite
Common Ground
Summer Season Offers Opportunities to Drive Business
Maximizing Your Experiential Travel Potential
What Can Hoteliers Learn From Other Industries?
Trends to Watch
Finance
Operations
Marketing
Small Business
Spotlight
Q&A
Perspectives
Travel
Leadership
Strategy
Design
Guest Experience
Food & Beverage
Technology
Operations
HR & Employee Relations
AAHOA Club Blue, Platinum, Gold & Silver Members
AAHOA @ Industry Events
Classifieds
Advertiser Index
Back of the House
Today's Hotelier - April 2018 - Intro
Today's Hotelier - April 2018 - cover1
Today's Hotelier - April 2018 - cover2
Today's Hotelier - April 2018 - insert1
Today's Hotelier - April 2018 - insert2
Today's Hotelier - April 2018 - 3
Today's Hotelier - April 2018 - 4
Today's Hotelier - April 2018 - 5
Today's Hotelier - April 2018 - 6
Today's Hotelier - April 2018 - 7
Today's Hotelier - April 2018 - 8
Today's Hotelier - April 2018 - 9
Today's Hotelier - April 2018 - 10
Today's Hotelier - April 2018 - 11
Today's Hotelier - April 2018 - Letter From the Chairman
Today's Hotelier - April 2018 - 13
Today's Hotelier - April 2018 - Letter From the President & CEO
Today's Hotelier - April 2018 - 15
Today's Hotelier - April 2018 - Government Affairs & Advocacy
Today's Hotelier - April 2018 - 17
Today's Hotelier - April 2018 - 18
Today's Hotelier - April 2018 - 19
Today's Hotelier - April 2018 - The C-Suite
Today's Hotelier - April 2018 - 21
Today's Hotelier - April 2018 - Common Ground
Today's Hotelier - April 2018 - 23
Today's Hotelier - April 2018 - Summer Season Offers Opportunities to Drive Business
Today's Hotelier - April 2018 - 25
Today's Hotelier - April 2018 - 26
Today's Hotelier - April 2018 - 27
Today's Hotelier - April 2018 - 28
Today's Hotelier - April 2018 - 29
Today's Hotelier - April 2018 - Maximizing Your Experiential Travel Potential
Today's Hotelier - April 2018 - 31
Today's Hotelier - April 2018 - 32
Today's Hotelier - April 2018 - 33
Today's Hotelier - April 2018 - 34
Today's Hotelier - April 2018 - 35
Today's Hotelier - April 2018 - What Can Hoteliers Learn From Other Industries?
Today's Hotelier - April 2018 - 37
Today's Hotelier - April 2018 - 38
Today's Hotelier - April 2018 - 39
Today's Hotelier - April 2018 - 40
Today's Hotelier - April 2018 - 41
Today's Hotelier - April 2018 - Trends to Watch
Today's Hotelier - April 2018 - 43
Today's Hotelier - April 2018 - 44
Today's Hotelier - April 2018 - 45
Today's Hotelier - April 2018 - Finance
Today's Hotelier - April 2018 - 47
Today's Hotelier - April 2018 - 48
Today's Hotelier - April 2018 - 49
Today's Hotelier - April 2018 - Operations
Today's Hotelier - April 2018 - 51
Today's Hotelier - April 2018 - 52
Today's Hotelier - April 2018 - 53
Today's Hotelier - April 2018 - Marketing
Today's Hotelier - April 2018 - 55
Today's Hotelier - April 2018 - 56
Today's Hotelier - April 2018 - 57
Today's Hotelier - April 2018 - Small Business
Today's Hotelier - April 2018 - 59
Today's Hotelier - April 2018 - Spotlight
Today's Hotelier - April 2018 - 61
Today's Hotelier - April 2018 - Q&A
Today's Hotelier - April 2018 - 63
Today's Hotelier - April 2018 - 64
Today's Hotelier - April 2018 - 65
Today's Hotelier - April 2018 - Perspectives
Today's Hotelier - April 2018 - 67
Today's Hotelier - April 2018 - 68
Today's Hotelier - April 2018 - 69
Today's Hotelier - April 2018 - Travel
Today's Hotelier - April 2018 - 71
Today's Hotelier - April 2018 - 72
Today's Hotelier - April 2018 - 73
Today's Hotelier - April 2018 - 74
Today's Hotelier - April 2018 - 75
Today's Hotelier - April 2018 - Leadership
Today's Hotelier - April 2018 - 77
Today's Hotelier - April 2018 - 78
Today's Hotelier - April 2018 - 79
Today's Hotelier - April 2018 - 80
Today's Hotelier - April 2018 - 81
Today's Hotelier - April 2018 - Strategy
Today's Hotelier - April 2018 - 83
Today's Hotelier - April 2018 - 84
Today's Hotelier - April 2018 - 85
Today's Hotelier - April 2018 - Design
Today's Hotelier - April 2018 - 87
Today's Hotelier - April 2018 - 88
Today's Hotelier - April 2018 - 89
Today's Hotelier - April 2018 - Guest Experience
Today's Hotelier - April 2018 - 91
Today's Hotelier - April 2018 - 92
Today's Hotelier - April 2018 - 93
Today's Hotelier - April 2018 - 94
Today's Hotelier - April 2018 - 95
Today's Hotelier - April 2018 - Food & Beverage
Today's Hotelier - April 2018 - 97
Today's Hotelier - April 2018 - 98
Today's Hotelier - April 2018 - 99
Today's Hotelier - April 2018 - 100
Today's Hotelier - April 2018 - 101
Today's Hotelier - April 2018 - Technology
Today's Hotelier - April 2018 - 103
Today's Hotelier - April 2018 - 104
Today's Hotelier - April 2018 - 105
Today's Hotelier - April 2018 - Operations
Today's Hotelier - April 2018 - 107
Today's Hotelier - April 2018 - 108
Today's Hotelier - April 2018 - 109
Today's Hotelier - April 2018 - 110
Today's Hotelier - April 2018 - 111
Today's Hotelier - April 2018 - HR & Employee Relations
Today's Hotelier - April 2018 - 113
Today's Hotelier - April 2018 - 114
Today's Hotelier - April 2018 - 115
Today's Hotelier - April 2018 - 116
Today's Hotelier - April 2018 - 117
Today's Hotelier - April 2018 - AAHOA Club Blue, Platinum, Gold & Silver Members
Today's Hotelier - April 2018 - 119
Today's Hotelier - April 2018 - AAHOA @ Industry Events
Today's Hotelier - April 2018 - 121
Today's Hotelier - April 2018 - 122
Today's Hotelier - April 2018 - Classifieds
Today's Hotelier - April 2018 - 124
Today's Hotelier - April 2018 - 125
Today's Hotelier - April 2018 - 126
Today's Hotelier - April 2018 - 127
Today's Hotelier - April 2018 - 128
Today's Hotelier - April 2018 - 129
Today's Hotelier - April 2018 - 130
Today's Hotelier - April 2018 - 131
Today's Hotelier - April 2018 - 132
Today's Hotelier - April 2018 - Advertiser Index
Today's Hotelier - April 2018 - 134
Today's Hotelier - April 2018 - 135
Today's Hotelier - April 2018 - Back of the House
Today's Hotelier - April 2018 - 137
Today's Hotelier - April 2018 - 138
Today's Hotelier - April 2018 - cover3
Today's Hotelier - April 2018 - cover4
https://www.nxtbook.com/naylor/AAHOM/AAHOM0518
https://www.nxtbook.com/naylor/AAHOM/AAHOM0418
https://www.nxtbook.com/naylor/AAHOM/AAHOM0318
https://www.nxtbook.com/naylor/AAHOM/AAHOM0218
https://www.nxtbook.com/naylor/AAHOM/AAHOM0118
https://www.nxtbook.com/naylor/AAHOM/AAHOM1217
https://www.nxtbook.com/naylor/AAHOM/AAHOM1117
https://www.nxtbook.com/naylor/AAHOM/AAHOM1017
https://www.nxtbook.com/naylor/AAHOM/AAHOM0917
https://www.nxtbook.com/naylor/AAHOM/AAHOM0817
https://www.nxtbook.com/naylor/AAHOM/AAHOM0717
https://www.nxtbook.com/naylor/AAHOM/AAHOM0617
https://www.nxtbook.com/naylor/AAHOM/AAHOM0517
https://www.nxtbook.com/naylor/AAHOM/AAHOM0417
https://www.nxtbook.com/naylor/AAHOM/AAHOM0317
https://www.nxtbook.com/naylor/AAHOM/AAHOM0217
https://www.nxtbook.com/naylor/AAHOM/AAHOM0117
https://www.nxtbook.com/naylor/AAHOM/AAHOM1216
https://www.nxtbook.com/naylor/AAHOM/AAHOM1116
https://www.nxtbook.com/naylor/AAHOM/AAHOM1016
https://www.nxtbook.com/naylor/AAHOM/AAHOM0916
https://www.nxtbook.com/naylor/AAHOM/AAHOM0816
https://www.nxtbook.com/naylor/AAHOM/AAHOM0716
https://www.nxtbook.com/naylor/AAHOM/AAHOM0616
https://www.nxtbook.com/naylor/AAHOM/AAHOM0516
https://www.nxtbook.com/naylor/AAHOM/AAHOM0416
https://www.nxtbookmedia.com