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APPLIES TO: Finance & Accounting

Requirements
Objective Section
#1
To provide a system of control over cashiering functions and the hotel House Bank funds.

Primary Risk Area(s)

The policies and procedures described herein mitigate risks in the following areas:

Fraud/Theft

Policy
Throughout this SOP, use of the title General Cashier is intended to represent the General Accountant with General Cashiering responsibilities, in cases where the hotel
does not have a dedicated General Cashier.

On days that the safe is opened, the General Cashier counts, documents and signs off the main safe count sheet at the end of the shift. On a monthly basis, the main safe is
counted by the Director of Finance (DOF)/Controller or the Assistant DOF/Controller. For hotels without a DOF/Controller or Assistant DOF/Controller, the monthly count is
performed by a trained accounting employee other than the General Cashier. The monthly count is performed on randomly selected days and does not occur on the same
day or same time of day each month.

For hotels with cash machines, a monthly reconciliation between the Balance Sheet and the Cash Machine reading should take place.

The General Cashier issues cashier banks, each covered by a bank contract, signed by the employee receiving the funds and the DOF/Controller or Assistant DOF. A log of
all current cashier banks with the original copies of the bank contracts including that of the General Cashier is maintained by the DOF/Controller or Assistant DOF. Contracts
are signed upon issuance of cashier bank, and re-signed if the bank amount changes. The total of the cashier banks is audited during the monthly safe audit by either
confirming the total electronically or attaching a calculator tape with total. Other procedures may be put in place for hotels with cash machines.

Signed contracts are obtained for all temporary banks (e.g., weekend banks, special events, etc.). Once the bank has been returned to the General Cashier in good
standing, the signed contract can be destroyed. Temporary banks are returned to the General Cashier the business day after the weekend, holiday or special event.

The General Cashier and another employee (i.e., Accounting or Loss Prevention) audit all cashier banks on a quarterly basis (at a minimum) with or without the presence of
the cashier who owns the bank. (Note: This may not be applicable to hotels that utilize cash machines.)

Surprise or unannounced audits of cashier banks during an associate’s shift are conducted by Front Office and Food & Beverage management for one Front Office cashier
and one cashier/bartender from each F&B outlet on a quarterly basis (at a minimum).
Note: For hotels outside US/Canada, these surprised or unannounced audits during an associate’s shift are conducted for 10% of the total number of cashiers outlets on a
monthly basis.

The General Cashier's office, drop safe and cash log are monitored by video surveillance and/or security alarm when possible. The DOF/Controller verifies the equipment
and security alarm are working properly at least once a quarter.

The area where the cash machine is located should be secure and preferably covered by cameras.

Access to the General Cashier's office is restricted by a card-reading lock or hard key which cannot be duplicated. The key to the General Cashier's Office is kept in a secure
location and requires two signatures to release it.

The combination to the main safe is only known to the General Cashier. A copy of the combination is split by the General Cashier and given to the DOF/Controller and the
GM in a sealed envelope kept in a separate secure location.

Access to the main safe in the absence of the General Cashier require the involvement of at least two employees (example: one employee with access to the combination of
the safe and one employee with access to the keys to the General Cashier's office). The safe combination is changed when the General Cashier returns to his/her normal
duties.

The General Cashier is required to take vacation annually, using a minimum of five (5) consecutive days or be taken out of the role for five (5) consecutive days. During the
General Cashiers absence the general cashing duties should be assigned to a trained employee.

Access to the drop safe requires the involvement of at least two employees (Example: One employee with access to the combination to the drop safe and one employee with
access to the key to the drop safe.)

The DOF/Controller establishes security measures over the duplicate keys to cashier safe deposit boxes.

Consolidated deposits are prepared daily. Weekend and/or public holiday consolidated deposits can be prepared the next business day. The consolidated deposit for the last
day of the month is prepared the next business day for inclusion in the proper accounting period. The DOF/Controller ensures that deposits reach the bank in a timely
manner.

As cash is generally not banked daily for hotels utilizing cash machines, the process should be documented in an LSOP.

The DOF/Controller makes arrangements with the local bank to be notified by phone or email when any discrepancy is found by the bank in a deposit. Discrepancies are
investigated and documented immediately.

Change orders are called in or ordered by someone other than the employee who receives the change order or the employee who prepares the bank reconciliation. The
General Cashier cannot call in the change order. At the time the change order is received, the change orders are opened by two employees and verified to make sure the

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amount received is accurate.

Change orders are reflected separately on bank statements, and paid by simultaneous exchange, eliminating floating change orders. Amounts of the change orders vary by
at least ten dollars (in local currency, the amount is a whole number, e.g. - $10AUD, $10HKD).

Petty cash purchases are restricted to emergency situations only, are accompanied by a receipt or other supporting documentation and are approved by a department
manager. Petty Cash is reviewed by the DOF/Controller or Assistant DOF to ensure the transactions are legitimate and include appropriate supporting documentation (e.g.
receipts).

Travel or wage advances are discouraged and are restricted to emergency situations only.

If the hotel is required by contract to disburse cash for groups or other contracted business (e.g. - airline crews), controls are in place for proper accounting of the
disbursement of cash to the group/other contracted business, and timely reimbursement of the cash distribution by the group/other contracted business.

A pre-employment criminal records background check is completed on all new hires and internal transferring employees (management and hourly) that report into the
Finance Discipline in compliance with MIP 64 Criminal Records Investigations (Background Checks). Specific questions regarding Criminal Background Checks (MIP-64)
can be directed to the Marriott Legal Department.

Implementation Guidelines
Level I: Procedures in the Procedure Details section must be followed to provide consistent application among all hotels, subject to local law.

Procedure Details
Main Safe and Cashier Banks
On days that the safe is opened, the General Cashier counts, documents and signs off the main safe count sheet at the end of the shift. On a monthly basis, the main safe is
counted by the Director of Finance (DOF)/Controller or Assistant Director of Finance. For hotels without a DOF/Controller or Assistant DOF/Controller, the monthly count is
performed by a trained accounting employee other than General Cashier. The dual count is performed on randomly selected days and does not occur on the same day or same
time of day each month.

Any permanent increase to the Main Safe fund is approved by the Regional/Continent Finance executive (VP-Finance Business Partner, VP-Finance Operations, or Area Director
of Finance).

The General Cashier issues cashier banks, each covered by a bank contract, signed by the employee receiving the funds and the DOF/Controller or Assistant DOF. A log of all
current cashier banks with the original copies of the bank contracts including that of the General Cashier is maintained by the DOF/Controller or Assistant DOF. Contracts are
signed by the cashier and DOF/Controller or Assistant DOF upon issuance of bank, and re-signed if the bank amount changes. The total of the cashier banks is audited during the
monthly safe audit by either confirming the total electronically or attaching a calculator tape with total.

If there is a department float, the bank contract is signed by the Department Manager and any issuances of float to any cash-handling associate is properly
documented. Designated floats are not accessed by other associates while the designated owner of the float is on duty.

All individual cashier banks are audited by the General Cashier and one other employee (i.e., accounting representative or Loss Prevention) once each quarter. The audit may be
conducted with or without the presence of the cashier. When counted in the absence of the cashier, a copy of the bank audit is given to the owner of the cashier bank for
documentation purposes. An audit report is distributed to the Executive Committee/Leadership Team and Department Managers if a cash variance occurs. (Note: The procedure
may not apply to hotels that utilize cash machines.)

Surprise or unannounced audits of cashier banks during an associate’s shift are conducted by Front Office and Food & Beverage management for one Front Office cashier and one
cashier/bartender from each F&B outlet on a quarterly basis (at a minimum). If more frequent surprised or unannounced audits are required per Continent guidelines, properties are
in compliance with the requirement. An audit report is distributed to the Executive Committee/Leadership Team and Department Managers if a cash variance occurs.

Note: For hotels outside US/Canada, these surprised or unannounced audits during an associate’s shift are conducted for 10% of the total number of cashiers on a monthly basis.

A variance of $20.00 USD or more is considered an unacceptable cash variance and is subject to progressive disciplinary action, or in accordance with local applicable laws.

A variance of $100.00 USD or more results in an immediate suspension pending investigation and possible termination of employment (without prior warning), unless applicable
local laws dictate otherwise.

For hotels outside of the U.S. where the USD amounts listed above need to be modified to reflect the local country currency equivalent for unacceptable cash variances as
established in USD, in these hotels any unacceptable variances over the approved minimum threshold amounts are subject to the same disciplinary action steps listed above or in
accordance with local applicable laws.

The General Cashier's office is monitored by video surveillance and security alarm where possible. If local laws prohibit the installation of video surveillance inside the General
Cashier's office, then a security alarm will suffice. In addition, video surveillance is installed in the banking areas to focus on the drop safe and log. At least once a quarter, the
DOF/Controller or Assistant DOF validates that the equipment is functioning properly. The General Cashier is informed of the video surveillance equipment.

Access to the General Cashier's office is restricted by a card-reading lock (recommended where possible) or hard key which cannot be duplicated. The key is signed in and out.
Procedures to access the main safe in the absence of the General Cashier require either the involvement of at least two employees or temporary assignment of the fund via
contract to another employee after a dual count is performed. The temporary contract is voided when the General Cashier returns to his/her normal duties. The safe combination is
also changed upon the return of the General Cashier. For Hotels without a General Cashier: the safe is counted and recorded at handover and signed by both employees involved.

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The General Cashier is required to take vacation annually, using a minimum of five (5) consecutive days or be taken out of the role for five (5) consecutive days.

Only the General Cashier knows the combination to the main safe. The DOF has controls in place around access to the safe combination in absence of the General Cashier. A
copy of the combination is split by the General Cashier and given to the DOF/Controller and the GM in a sealed envelope kept in a separate secure location. In no cases does the
DOF/Controller or Assistant DOF have access to both the entire combination to the safe and the keys to the General Cashier's office. Someone other than the DOF/Controller or
Assistant DOF controls access to the keys for the General Cashier's office; in this case, the Security / Loss Prevention controls access.

The DOF/Controller establishes security measures over the duplicate keys to the individual cashier banks.

Cash Machines
The guidance below applies to properties that are utilizing cash machines:

1. The cash machine is located in a restricted area and is monitored by a camera/video surveillance system to monitor activity.
2. Access code to open cash machine to access canister containing change fund is maintained only by the General Cashier. A copy of the access code combination is split by
the General Cashier and given to the DOF/Controller and the GM in a sealed envelope kept in a separate secure location; the access combination will only be used in
emergency instances when the GC is not available. (Note: Other cash machines may be key-operated; dual access is also required.) Where there is no General Cashier this
process must be carried out by two people.
3. For hotels that utilize armored carriers to pick up the cash directly from the machine, this process must be witnessed by a hotel associate. If the cash machine is restricted
only by a single key or a combo, two associates are required to open the cash machine.
4. Each day, the cash machine’s print-out is attached to the daily records.
5. At the end of the month where the cash machines are holding value, the report is reconciled to the float/bank balance sheet account.
6. Each cash-handling associate use his/her own logon credentials to retrieve his/her assigned bank. [Note: Some types of cash machines (i.e. Evention) use biometric login.]
At the end of each shift, cashiers drop all content of their cash drawers to the machine and receive a receipt.
7. For hotels in the US/Canada, a dual monthly count or audit is performed on the contents of the cash machine. The results of the hard count on cash is matched against
receipt from the machine. Counts are verified. For hotels in Europe the cash should be verified twice per year.
8. The inner compartments of the cash machine are regularly checked or inspected for any trapped coins or currency.
9. A system is in place for non-currency items (i.e. checks) dropped in the cash machine. A log is maintained for the cashier to fill out and a witness to sign.
10. If bank pick-up is not performed daily and the property opts to store the cash bank deposit in the hotel’s vault/main safe (if applicable), main safe access controls defined in
the policy section should be followed. (Note: Properties may keep the cash in the machine until it reaches a certain capacity.)
11. A documented emergency procedure (short-term and long-term backup plan) is in place in the event the cash machine stalls, such as a conventional drop log for the cashier
and witness to sign.
12. Emergency banks that are assigned to managers are accessed only in the event the cash machine is down. A tracking procedure is in place when emergency bank is pulled
(i.e. email documentation). Emergency banks are randomly audited by the DFA or designee at least once a quarter.
13. When the cash machine is down, controls are in place for alternative/backup procedures. When the cash machine is down for an extended period of time, the record of
cashiers’ drops in the drop safe need to be validated and ensure that these were witnessed. All other deposit procedures are followed. Examine the documentation when
change funds are obtained from the manager on duty.
14. If the hotels’ main safe fund totally resides in the cash machine and there is a General Cashier then the General Cashier is the only person who has direct access to the
main safe fund. A system is in place when cash is disbursed to groups in-house. The General Cashier, after all the documentations and approvals are completed, is the only
one who can disburse the money to the group contact with appropriate acknowledgement. Refer to section below on Cash Disbursements to Groups/Contract Customers 
for guidance. [Note: This process may not apply to hotels that have eliminated the General Cashier role, in which case, an LSOP is required to ensure the proper
disbursement controls are in place (i.e. dual access).]
15. For hotels without a general Cashier the hotel should include processes in their LSOP.

Blind Cash Drop

A blind cash drop is prepared by cashiers at the end of each shift. The following procedures are performed for preparing a blind drop.

1. Identify the cash balance by counting the total contents of the drawer, including cash, checks, and petty cash vouchers.
2. Set aside the contracted cash balance from the total contents of the drawer.
3. The balance in excess of the contracted cash is counted to identify the total funds to be dropped.
4. The outside of the deposit envelope is completed in its entirety to include details like the date, shift number, cashier's name, cashier's initials, etc.
5. Place the cash, checks, and petty cash in the deposit envelope.
6. Manager/Supervisor/Shift Leader verifies the contents of the deposit envelope prior to sealing, initialing and taping the deposit envelope.
7. Manager/Supervisor/Shift Leader to run shift closing report, sign it, and resolve any discrepancies. Front Desk/F&B Outlet cashiers do not have access to run their own shift
closing reports. In cases where the system cannot restrict access to run shift closings, the Front Desk/F&B Outlet cashiers should not be able to view their cash transactions.
(Note: Managers, supervisors or shift leaders with assigned cash floats are not given access to run the cash transactions report.)
8. Any variances between the cash deposit prepared and the shift closing are documented and researched prior to closing the shift.

Note: Bartenders and Cashiers do not have access to duplicate cash checks. Duplicate cash checks are deposited in lock boxes so that the bartender/cashier does not have
access to add their cash transactions at the end of their shift.

The process around drop/deposit envelopes may not apply to hotels that are utilizing cash machines.

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Consolidated Deposit
(Processes defined below may not apply to hotels that are utilizing cash machines, any differences should be recorded in an LSOP.)

The General Cashier consolidates the daily deposit as follows:

1. Open the drop safe in the presence of a second person and verify that all deposits listed on the drop log are in the safe. General Cashiers is restricted from accessing the
drop safe on their own. Report any discrepancies to the DOF/Controller or Assistant DOF immediately.
2. Open each envelope and verify the accuracy of the count to the drop sheet and the deposit envelope signed by the cashier and witness. It is a best practice to attach the
adding machine tape verifying the count of the deposit. Report any discrepancies to the DOF/Controller or Assistant DOF immediately.
3. Once each envelope is opened, verified, and all monies are consolidated, the General Cashier exchanges all change and small bills using funds (large bills and checks) from
the main safe. Petty cash vouchers have proper approval and supporting documentation (i.e., receipts) and are reimbursed at least weekly by netting against a daily deposit.
4. For hotels utilizing cash machines, a reading is taken from the cash machine when cash is removed and journalized and posted as per hotel LSOP.
5. The General Cashier makes copies of all checks and travelers checks in the deposit. The copies of the checks serve as a reference point if the deposit is lost or problems
occur in clearing a check.
Note: The General Cashier prepares a check register for any checks added to the deposit.
6. The General Cashier then prepares a deposit slip. It is a best practice to attach the adding machine tape verifying the count of the consolidated deposit. One copy of the
deposit slip is retained by the hotel and attached to the daily cash log. The original deposit slip and the other copy are sent to the bank with the deposit. The deposit is placed
into the secured deposit bag or tamper proof deposit bag. A second individual is to verify the deposit and countersign all copies of the deposit slip in the presence of the
General Cashier. The secured deposit bag is locked or the deposit envelope is sealed with both parties present. Under no circumstances is a secured deposit bag or deposit
envelope opened once locked or sealed. A separate deposit bag or envelope is prepared for each daily deposit. (Note: For hotels utilizing cash machines, a deposit slip is
completed based on cash machine receipt upon removal of bag.)
7. If the property engages an armored car service company to pick up deposits, the armored car service representative signs/scans for all deposit pickups. Prudence is
exercised by obtaining proper identification when there are changes in armored car service representatives assigned to pick up deposits at the hotel, if applicable to local
practices.
8. The daily cash spreadsheet showing actual cash drops, a copy of the deposit slip, the check registers, copies of the checks and travelers checks, and the cashier envelopes
are kept on file in accounting.
9. An employee other than the General Cashier uploads the daily cash journal. The daily cash upload journal entry is approved by the DOF/Controller or Assistant DOF. The
General cashier does not have access to view cash transactions in PMS/POS.

Note: The General Cashier completes the consolidated deposit on a daily basis except on weekends and/or public holidays where these can be prepared the next business day.

Change Orders
Change orders are not called in by the General Cashier or the employee who prepares the bank reconciliation. Proof of the payment is a copy of the deposit slip and/or copy of the
armored car service signature. The amounts of the change orders vary by at least ten dollars (in local currency, the amount is at least a whole number, e.g., $10AUD, $10HKD)
within a calendar month. This practice makes it easier to identify which change order is outstanding. It is more difficult to identify when the change order amounts are all the same.
Furthermore, the amounts are reflected separately on bank statements, and paid by simultaneous exchange, eliminating floating change orders.

When change orders are received, the packet is opened by two people and verified to ensure that it is accurate. A log is maintained to detail all change orders called in. (e.g.: the
date called in; the amount; delivery date; the date it was paid by; name of person who ordered; and name of person who received it.) See Attachment A Change Order Log (XLS).

If deemed necessary, the property details the process in a LSOP for ordering and paying the bank for the change orders.

Petty Cash
Each hotel maintains a petty cash (main safe) fund of sufficient amount to handle change requirements, cashier's banks, advances, buyout labor, and small purchases.

Petty cash is only used for emergency purposes. (No payment for Associate Relation’s expenses is made via Petty Cash; expenses of this nature are processed through an
Expense Report.) Petty cash is not used as a substitute for the normal processing of vendor payments. All petty cash is supported with appropriate documentation (i.e., invoice,
receipt) and signed by the head of the department receiving the charge. Petty Cash is netted at least once weekly against the daily deposit and reviewed by the DOF / Controller or
the Assistant DOF.

Cash Advances
Cash advances may be granted in those cases where emergency need is clearly justified, with the hotel serving as the last resort for financial assistance. All cash advances are
paid via an Acknowledgment of Cash Advance and Authorization for Deduction form. See Attachment B Cash Advance Form (DOC).

The following guidelines are used when administering cash advances:

1. The amount of the cash advance does not exceed two week's net earnings.
2. The payback timeframe does not exceed four weeks.
3. Each cash advance is approved by the Department Manager, Executive Committee member, and DOF/Controller before cash is obtained. The General Manager (GM) may
sign in the absence of the DOF/Controller. Cash advances for Executive Committee members are strongly discouraged. In this case, the advances for Executive Committee
members are approved by the GM, and advances for the GM are approved by a Regional/Continent Finance executive (VP-Finance Business Partner, VP-Finance
Operations, or Area Vice President).
4. If an employee does not meet the payback schedule, future wage advances are not extended.
5. Any deviations from the above guidelines require the GM's approval.
6. Wage advances are cleared through Account 139703-Associate Wage Advances (SUN Account 106250 Payroll Advances Salary).

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7. The General Cashier reports the status of all wage advances to the DOF/Controller or Assistant DOF weekly.
8. The hotel establishes a LSOP if wage advance policies differ from the recommendations described herein. Any variations to guidelines above are approved by the
Regional/Continent Finance Team. Reference Attachment B Cash Advance Form (DOC) of the SOP for standard Cash Advance Form.

Cash Disbursements to Groups/Contract Customers

There may be instances when the hotel is required by contract to disburse cash for groups or other contracted business (e.g. - airline crews). There are controls in place for proper
accounting of the disbursement of cash to the group/other contracted business, and timely reimbursement of the cash distribution by the group/other contracted business.

Payments made to a group while in house may occur for one of the following reasons:

1. A meeting planner would like cash to pay staff gratuities or attendee stipends.

Each hotel develops an LSOP outlining the procedures completed for payments issued to meeting planners/group customers. Key guidelines are as follows:

Customer's request for disbursement is received in writing (via Company Letterhead or email sent directly to Event Manager and DOF/Assistant DOF). General Cashier
processes the payment request and ensures that the documentation of the transaction includes the Petty Cash Form with proper approval and the appropriate posting form
(e.g., Charge Code form, X-form, etc.).

General Cashier forwards all completed documentation to the General Accountant who immediately posts the amount to the group account using the appropriate charge or
transaction code. The disbursement is only released if the group is in-house. If the posting date is before the group's arrival date, the DOF/Controller is notified, and proper
approval is obtained immediately.

Receipt of the cash payment is duly acknowledged through signature on the posting form by the General Cashier and the customer receiving the cash. In the event the
General Cashier is not available for the distribution of the cash to the customer, a Loss Prevention associate or Manager on Duty is responsible for distribution of the cash to
the customer. The customer also signs the appropriate Posting Form when the customer actually receives the money. A witness signature (such as a Manager on Duty) is
obtained when the money is not received directly from the General Cashier.

For properties utilizing cash machines and had eliminated the General Cashier role, the process of removing the cash should be detailed in the hotel’s Cash LSOP.

2. A service may be provided to a guest that requires cash.

Paid out for transient guests is a last resort and is not encouraged. Key guidelines follow:

Paid-Outs are not issued to a guest as a cash advance as this is a violation of our contract with credit card companies.

Determine if there is really a need for issuing a Paid-Out.

All Paid-Outs are immediately posted to the guest folio and appropriate backups required (e.g., receipt or any document that suffices as backup). The Paid-Out charge is
posted using the appropriate code.

A Paid-Out receipt is printed in two copies and signed by the guest. The signed copy is retained and submitted to accounting together with the Cashier closing report.

Related Resources
Attachment A Change Order Log (XLS)

Attachment B Cash Advance Form (DOC)

SOP Update Recommendations

Recommendations for revisions/updates or questions about this policy may be sent to Finance SOPs.

EFFECTIVE: APRIL 08, 2013

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