17:23 27/03/2024 Cashier Overages and Shortages (Cash-3) - MI Standards

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APPLIES TO: Finance & Accounting

Requirements
Objective Section
#1
To identify cash handling errors and irregularities and to outline corrective action steps for all associates with
responsibility for handling cash

Primary Risk Area(s)

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

Fraud / Theft

Financial Reporting

Audit Compliance

Policy
Within the context of this policy, cash refers to any cash equivalents (currencies, checks, traveler's checks, petty
cash, etc.).

The term cash variance can be used interchangeably used for Cash Over/Short. A summary or report showing all
cash over/short is also referred as Cash Variance Report in this policy.

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Only one associate at a time is to have responsibility over the cash drawer. The cash drawer is locked when not in
use.

In the case of shared cashier or floating banks, each cash-handling associate counts the cash drawer at the
beginning and end of their shift to verify the contents of the drawer. The count of the cash drawer is performed in
the presence of both the associate receiving the cash drawer at the beginning the shift and the associate turning
over the cash drawer at the end of the shift. The count is documented with dual signatures.

Each associate in a cash-handling position is given a unique cashier identifier (or card) in the PMS and Point of
Sale systems (i.e. MICROS, etc.) to uniquely identify all cash transactions by associates. Generic IDs are not
permitted and associates do not share their unique cashier identifier or card with anyone else.

The Cash Over/Short report prepared by the Accounting team is routed at least weekly to all relevant department
managers. The report identifies:
1) cash variances by cashiers for each day in a weekly or monthly cycle; and
2) the accumulated total of cash variances for each cashier for the entire week or month.
For hotels using MHGL, the Cashier Over/Short Report in EPM is recommended to be used for review. The
Accounting department notifies the appropriate department managers and Executive Committee members
immediately in writing of significant cash variances. The DOF/Controller ensures timely corrective action by
maintaining a documented follow-up process. All disciplinary actions are thoroughly documented, and included in
the associate's personnel file.

The department managers are responsible for researching and investigating all discrepancies on the Cash
Variance Report timely to determine if the shift closing was completed incorrectly or if other factors (e.g. Gift
Certificate/Credit Card or other Method of Payment erroneously posted or settled as Cash or vice versa) may
have caused the variance. Based on the findings:

If a correction is required, the department manager forwards to Accounting all relevant supporting
documentation so a manual journal entry can be processed to correct the error.

If the discrepancy is an unacceptable variance, the department manager works with Human Resources
department to select and issue the appropriate level of disciplinary action (refer to Cash Over/Short
Variance Disciplinary Action section for more details).
All associates in cash-handling positions are trained by either their respective department manager or designee in
cashiering and blind cash drop procedures. Each associate with cash-handling responsibilities is informed of the
over/short policies and the progressive disciplinary actions taken when not compliant with this policy. A signed
copy of the Cash Over-Short Agreement (Attachment A or Attachment B), along with a signed copy of any other
hotel specific procedural standards relating to Cash Handling procedures (LSOP), are included in each cash-
handling associate's personnel file and signed on an annual basis.

Cash Over/Short Agreement:

For hotels in the United States, the Cash Over/Short Agreement (Attachment A) has cash variance thresholds
established that align with this policy and remains in the USD amounts included on the form.

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For hotels outside the United States, where USD is not the functional currency, the Cash Over/Short Agreement
(Attachment B) may be modified by country to reflect the local country currency equivalent for unacceptable cash
variances, provided the unacceptable cash amounts are within the guidelines set forth in this policy as established in
USD. Any such modifications made by the hotel to the Cash Over/Short Agreement form (Attachment B) related to either
unacceptable variances of country currency equivalents or other requirements due to local regulations are reviewed and
approved by Continent Finance and Human Resources teams before distribution.

Cash Over/Short Variance Disciplinary Action

All disciplinary actions need to involve the Human Resources department, be thoroughly documented, and included in
the associate's personnel file. For more information on disciplinary action, contact your Director of Human
Resources/Human Resources Manager or above-property HR representative for proper guidance.

After researching and investigating all discrepancies:

Any unacceptable single variance of $20.00 USD* or more, or an accumulated variance of $50.00 USD or more in
a single month, is considered an unacceptable cash variance and subject to progressive disciplinary action
(described below) or in accordance with local applicable laws.
1st infraction: Documented verbal warning
Any subsequent infraction documented: Next level of progressive discipline (e.g. written warning).

Any unacceptable single variance of $100.00 USD* or more or an accumulated variance of $200.00 USD in a
single month results in an immediate suspension pending investigation and possible termination of employment
(without prior warning), unless applicable local laws dictate otherwise.
*For hotels outside the United States where the USD amounts listed above need to be translated to reflect the
local country currency equivalent for unacceptable cash variances as established in USD, 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.

Reimbursement of shortages to avoid disciplinary action is not permitted.

Any theft related shortage or other irregularity may result in immediate suspension pending termination of
employment (without prior warning) and criminal prosecution with strict adherence to local labor law. Prior to
initiating any criminal prosecution, contact your above-property Human Resources representative, e.g. Area
Director of Human Resources.

Cash-handling associates who have received a written warning for violating the Cash Short/Over Policy may apply
for an exception to post for another position per the Global Promotion, Transfer and Rehire Eligibility (EMP-24)
(HR-071) provided the associate has not received an active written warning within a certain time period. The
exception allows the associate to post for open positions that do not involve cash handling responsibilities.

Implementation Guidelines

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

Related Resources
For hotels within the U.S. - Attachment A Cash Over/Short Agreement (PDF)

For hotels outside of the U.S. - Attachment B Cash Over/Short Agreement (DOC)

For EMEA Cash/Over short limit, refer to LSOP-EMEA-01 (PDF)

SOP Update Recommendations

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

EFFECTIVE: APRIL 08, 2013

If this document is older than June 25, 2024, visit Marriott Global Source to ensure you have the most up-to-date version of this standard.
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