Foreign exchange

I OBJECTIVE


The objective of this policy is to ensure that proper procedures are laid out for the exchange of foreign currencies and traveler’s cheque in the hotel.



These procedures form the Standing Instructions for all the Hotel Staff in the efficient discharge of their duties. They must be thoroughly familiar with these instructions and follow them without deviation.



II PROCEDURES



General Procedures

Exchange of foreign currency and traveler’s cheque to Vietnam Dong is provided as a service to Hotel guest only. Front Office Cashiers should establish the guest’s identity and room number before effecting any foreign currency or traveler’s cheque transactions.

Settlement of guest account in cash must be effected in Vietnam Dong only. Therefore it is essential that all foreign currencies or traveler’s cheque accepted in settlement of guest accounts should be converted into Vietnam Dong before accepting them for payment.

All transactions conducted for the exchange of foreign currencies and traveler’s cheque must be supported by a “Foreign Currency Exchange Voucher”.

There will be instances where guests consummate the hotel’s Food & Beverage outlets may insist on paying by foreign currency or traveler’s cheque. In such instances, the Front Office Cashiers have to obtain the approval of the Front Office Manager or Duty Manager before effect the foreign currency exchange.

The procedures for converting the foreign currency and preparing the Foreign Currency Exchange voucher must be observed.

No foreign currency or traveler’s cheque can be accepted by the Food & Beverage Cashiers. He/ she must always ask the guest to exchange the foreign currency in Front Office and settle the bill afterwards by using Vietnam Dong. (for convenient of our guest, F&B cashier can go personally to Front Office to do the exchange if it is required or send a waiter or waitress to do behalf of the guest)

No foreign currency coin is accepted.



Foreign currency exchange voucher

All transactions conducted for exchange of foreign currencies and traveler’s cheque must be supported by a “ Foreign Currency Exchange Voucher”.

The “Foreign Currency Exchange Voucher” will be used the format from Vietcombank (attached)

The “Foreign Currency Exchange Voucher” must be prepared at the time the Cashier receives the foreign currency or traveler’s cheque from the guest. All foreign currency and traveler’s cheque in the custody of the Front Office Cashier must be supported by the “Foreign Currency Exchange Voucher” at all times.

A separate “Foreign Currency Exchange Voucher” must be used for each guest. Front Office Cashier should not add the exchange amounts of two or more guests into one voucher.

All unused lines on the voucher must be cancelled immediately by drawing a line across the next line after the last entry and diagonally across to the bottom of the voucher.

The original copy of the “Foreign Currency Exchange Voucher” must be clipped to the foreign currency and traveler’s cheque received and kept in the Front Office Cashier’s drawer. The second copy will be given to the guest

The voucher must be issued in numerical sequence, and only one book of Foreign Currency Exchange Vouchers should be in use at any one time.

All cancelled vouches and amendments on the vouches must be duly authorized by Assistant Manager or Front Office Manager.

These cancelled vouchers (original and duplicate) must be forwarded to the General Cashier together with the day’s takings at the end of the shift.



Control of Foreign Currency Exchange Vouchers

All “Foreign Currency Exchange Voucher” issued by the Front Office Cashiers must be entered in the “Control of Foreign Currency Exchange Voucher” form.

At the end of each shift, the respective currencies and traveler’s cheque will be submitted together with the day’s takings to the General Cashier together with the “ Foreign Currency Exchange Vouchers “ and the “ Control Of Foreign Currency Exchange “ form.

Payment by Travel Cheque



Traveler Cheque may be accepted as payment of guest accounts or in exchange with Vietnam Dong only.

If the guest wants to pay by traveler’s cheque, the following procedures must be applied:

- The F. O Cashiers must ensure that the guest’s name and room number agree with that on the computer screen or his/ her registration card.

- The F.O Cashier must ensure that the guest countersigns on the Traveler’s Cheque in his/ her presence. The signature should match before accepting the traveler’s cheque for exchange. If the signature does not match, the Front Office Manager or Duty Manager must be informed.

- Request the guest for his/ her passport “politely” and establish positive identification by checking the photograph and signature on the passport. Explain to the guest that this is a necessary procedure to protect their traveler’s cheque.

Strict adherence to this policy is expected.