Money and the night audit

A cash drop moves recorded cash from the desk to secure storage under the hotel procedure. Record the amount, time and required custody details so the movement can be traced. Do not treat a drop as an expense or count it twice as revenue. Keep personal money separate. Never add your own cash to disguise a shortage; doing so removes the evidence that the next person needs to investigate.

In an invented example, a guest sees a pending amount and says they have been charged twice. Check whether the entries are a hold and a completed charge before deciding on a correction. Follow the approved process for release or payment review, and give an accurate explanation of what you have requested. Never record full card details or security codes in a shift log. Payment and guest-data rules depend on the country and the hotel's policy.

For an unexplained difference, preserve the original records, recount under the approved procedure, check receipts and cash movements, then escalate what remains unresolved. Never post a guessed sale, refund or adjustment just to force a balance. If a correction is supported, use the authorised correction process with a reason and an audit trail. State the amount and the evidence checked, without accusing a colleague or assuming that a missing receipt means dishonesty.

In an invented situation, a restaurant charge arrived after its guest departed. Check the source and approved handling rather than transferring it to another occupied room. An unresolved audit exception must be handed over with its evidence, an owner and the next action. Close the business date only through the authorised procedure; never bypass an exception merely to finish faster. Protect access to financial screens, secure paperwork when you leave the station, and tell the next shift what still requires attention.

Before handing over, explain which balances are confirmed and which exceptions remain open. Give the next colleague the relevant reference and the approved contact for help. Do not leave financial paperwork on the public desk or send transaction records through a personal messaging account. A clear handover protects both the investigation and the colleague taking responsibility.