SOP For Preparing Expense Reports in Hotels | Resorts:

SOP Number: Finance and Accounting – 32

Department: Accounts Payable

Time to Train: 28 Minutes

Purpose of Expense Reports:

Ensure Expense Reports have the appropriate documentation and proper approval and are expensed in a timely manner.

Expense Report SOP Procedures:

1. The approved Expense Report is to be used and completed. All Expense Reports must be submitted the following week of the expense.

2. Original receipts should be attached for each expense.

3. Any outstanding cash advances should be deducted from the total of the Expense Report. If there is a balance due to the hotel, it should be paid back to the hotel at the time of the expense report submission.

4. The individual should sign the Report and submit it for approval.

5. The General Manager will approve the Expense Report and then submit it to Accounts Payable for payment.

6. The Accounts Payable Clerk will cut the check in the next check run. Under no circumstances should manual checks or Petty Cash be used to reimburse the individual.

7. Mileage will be reimbursed according to Federal guidelines. Travel to and from work will not be reimbursed.

8. General Manager Expense Reports are to be submitted to the President for approval before payment.

Training Summary Questions:

Q1. Who should approve the Expense Report?

Q2. When should the balance due to the hotel be paid back?

Q3. What guidelines will be used for mileage reimbursement?

Q4. To whom should the expense report be submitted before payment approval?