POLICY AND PROCEDURE
Department: ACCOUNTING
Subject: HANDLING REWARDS REDEMPTION (INCLUIDNG CASH + POINTS) Issued by:
Number:
Page:
Dated: 27 October 2015
Approved by: ALVIN DOCTOR
Distribution List: PROPERTIES: DS, DP, DCS, DSB & CP
OBJECTIVE: This will guide the Accounting Department on the proper way of handling rewards redemption (including CASH + POINTS for room reservations) from the MDE website. POLICIES AND PROCEDURES FOR REWARDS REDEMPTION: ROOMS: 1. Accounting will receive via email a PAYMENT CONFIRMATION whenever a booking is made via the MDE booking engine. 2. The following details will be included in the PAYMENT CONFIRMATION: a. Guest Name b. Hotel Name c. Email Address d. Contact No e. Booker Name f. Booker Phone g. Confirmation number h. Room Type i. Rate (Rate category: BAR, etc.) j. Arrival k. Departure l. MDE Member # m. Nights n. Adult (#) o. Children (#) p. Price (Net) – Base Rate q. Vat (VAT and other Taxes) r. Service Charge s. Total (inclusive of taxes and service charge) t. Comment u. Terms & Conditions of rate v. MDE Payment Details w. Credit Card Payment Details 3. Accounting to post payment indicated from credit card payment 4. Accounting to post payment indicated from MDE Payment: City Ledger c/o AR Account
'MDE' 5. Accounting to bill MDE for payments using MDE points.
OTHER REWARDS (INTERNAL REWARDS EXCEPT ROOMS using MDE e-Voucher) 1. Accounting will see the list of CITY LEDGER postings:
'MDE'
City Ledger c/o AR Account
2. Accounting to cross reference the city ledger postings against the list of rewards redemption in the MDE platform: a. Access eVoucher Management menu b. Cross reference against redemption code c. Review status if UTILIZED (if not, change status to UTILIZED in VIEW DETAIL) d. If valid, Accounting to bill MDE for payments using MDE e-voucher.