CU9 : Tour Payment Arrangement

TOUR PAYMENT ARRANGEMENT

1 ASSESS TOUR PAYMENT ARRANGEMENT INSTRUCTION

1a    What is voucher?

  1. A voucher is a Cash Value documents for various reservation such as hotel, meal, admission ticket (theme ark, sunway lagoon, genting skyway, etc), transportation
  2. It is provided by travel agent to their clients as a receipt for advance registration payments.
  3. It is a support document detailing fact of transaction to be posted into front office accounts vouchers are used to communicate information from a point of sales to the front office.
  4. Voucher helps to ensure all transaction requiring account posting has been accounted correctly.

1b  Types of Voucher:

A voucher is a brief document given to the tourist in a form of a chit.  Vouchers are usually given for an exchange for a pre paid products or services. Examples :

  1. Hotel voucher
  2. Meal vouchers
  3. Transport voucher.
  4. Entrance Voucher ( Theme park, Museum, show, skyway, etc)

Sometimes, for promotional reasons vouchers are given by other business establishments such as, restaurants, Credit Company and etc

1c  Contents of Voucher:

  • Date
    • Name of supplier
    • Duration (hotel)
    • No. of pax
    • Type of Room for hotel or Type of Meal for Meal Voucher
    • Mode of payment
    • Visiting Date / time
    • Special request

1d  Who prepares the Voucher?

  • Tour Agent (normally operation staff) that has contract with their respective supplier

1e  Why Voucher is important?

  • As a prove that reservation/booking has been confirmed
    • It is easier for Tourist Guide, TG doesn’t have to carry cash
    • Safer

1f  Checklist on Voucher

  1. Check number of pax
  2. Check date – check in / check ou
  3. Check place
  4. Check types of rooms
  5. Check types of meal/ menu
  6. Check time
  7. Check mode of payment
  8. Check type of packages
  9. Check any special request

SAMPLE OF MEAL VOUCHER

Link Travel & Tours Company Sdn. Bhd.
(KKKP-00300) Ground Floor, Wisma Central, Jalan Tours,
50000 Kuala Lumpur Tel: 03-4042 0098   Fax: 03-4042 0099    
Email: info@linktravel.com.my    

Meals Confirmation Voucher   Tour Ref     :     Ace Tour 070418  
Client :  Ace Tour, Chennai, India Restaurant    
Nawab Restaurant, Chulan Square, Jln Bkt Bintang                                 

Contact Person:  Mr. Suresh: 019-3322 568  
Meal Arrangements    :   Indian Dinner Buffet   Date :   7 April 2018  
Dinner Time  :   2130 hrs   No. of pax         :   Adult: 20 , Chld.:  3    
Reservation made by   :  Faisal 03-4042 0098   Fax: 03-4042 0099      

Date:­­­­­­­­­­­­­­­­­­­­­­ _________________        Company stamp Ref:   ____________________
Yang dipersetujui, 40 Pass dan 40 kupon makan    

2 EXECUTE TOUR PAYMENT INSTRUCTION

2a Tourist Guide always involves cash during the tour. Some travel agents provide cash advance to the TG, but some are not. Therefore TGs have to advance their money first, then reimburse after the tour complete. The post tour billing arrangement is customary in the industry, but only for experience tour companies

2b Cash payment involves during tour include:

  • Driver’s tip:  Day tour: RM20, Night tour/dinner transfer: RM20
    1. Toll: as per receipt
    2. Porter:  RM0.30 per bag

2c But sometimes TGs have to pay cash for park admission fee, meal (China market)

2d REIMBURSEMENT   PROCEDURES:

  1. TG need to submit requisition/application for cash advances for a certain amount for fees/toll/tips (if fixed) that are to be paid to drivers/porters admission fees etc
  • Once approves the account department can disburse to the tourist guide and he/she will have to sign the receive form/petty cash receive form.
  • TG will have to produce receipts for all expanses.
  • Once TG complete the days job she/he will report on the expenses made and any extra will have to be returned or if expenses is more he/she will have to fill in the claim forms.

CHECKLIST:

NO PARTICULARS Y N
1 Get quotation/budget /estimated  amount due for guide fees
driver Tips/tollsPorterageAdmission fees
   
2 Fill in advance form for cash expenses.      
3 Obtain cash from the account department at least one day before tour.      
4 Make sure you have all the Receipts for the advances/fees made in cash.      
5 Make reports on expenses.      
6 Any surplus after payment, return to account department together with claim forms/reports.    
7 Any extra payment that is not accounted for, fill in the requisition form and make the necessary justification.    

Tourist guide professional fees 2008

Types of Tour Assignments Local
BM
Eng
(RM)  
Foreign    
(RM)  
Overland Trip/ Overnight
(exclude :Breakfast-RM5, Lunch- RM10, Dinner – RM10, Hotel Accommodation – RM100 per day  
180.00 350.0
-250.00
Overland Transfer to Singapore 1st and 2nd Link   250.00 350.00
Full day City Tour.
Country Tour with dinner (Maximum 12 hours)  
250.00 350.00
Half day City Tour (Maximum 4 hours)
Overtime charges per hour  
100.00
30.00
150.00
50.00
KLIA/LCCT transfer to: Genting, / Bkt Tinggi / Janda Baik   180.00 250.00
KLIA/LCCT transfer within KL 100.00   150.00  
Airport Transfer In OR Airport Transfer Out 100.00   150.00  
Day Trip Tour to: Putrajaya / Cyberjaya / Shah Alam / Kuala Selangor   180.00 250.00 –
350.00
Day Trip Tour to: Genting / Bkt Tinggi / Afamosa Water World   180.00 250.00 – 350.00
Day Trip our to Malacca/ PD / Muar – 8 hours   200.00 250.00 – 350.00
Overland transfer to: Johor / Trg / KB / PP / Kuala Perlis / Bkt Kayu Hitam/  Hadyai   250.00 250.00 – 350.00
Overland transfer to: Kuantan / Cherating/ Awana Kijal / Mersing / Tg Gemuk   200.00 250.00 – 350.00

2e ADVANCES

Advance is an amount of money taken or received from another party for the purpose of partial payment to indicate agreement of a reservation or purchase. Usually it ranges from 10% to 100% of the original amount depending on the type of transaction.

There are several areas where advance is involved in a tour, ie accommodation, meals, rental of transportation, driver tips, toll, porter age, guiding fees, translation fees, entrance tickets/fees of places of interests, cost of meals etc, including unanticipated costs.

A tour guide needs to check, define and confirm with the agent regarding the payment arrangement before carrying out a tour guide duty. This is necessary in order to avoid misunderstandings and embarrassment.

1.1 Advances for Accommodations

If a guest is making a reservation through the agent (eg : travel agent or hotel), a tour guide does not need to collect any advance from the guest. The guest will usually pay a deposit or full amount to the agent or hotel to confirm their reservation. It is common that 30% deposit is paid in advance and the difference will be paid upon their arrival. In many outlets, this advance will be forfeited if the reservation is cancelled.

However, for group reservations, it is a very common practice that this advance comes in a form of voucher. In this case, the cash transaction is carried out by the guest/agent with the hotel/resort/accommodation agent. The following information is usually written in an accommodation voucher :

Name of hotel/resort etc..

Name of Tour Agent :

Name of guest :

No of pax :

Arrival Date :

Departure Date :

Type of Room : Single/Double/Twin Sharing etc…

Number of Days/Nights :

Meal : Breakfast/Lunch/Dinner/Supper

Remarks :…

1.2 Advances for Meals

Usually, when a guest checks-in a hotel or resort, they will be given daily restaurant voucher(s) which entitle them for breakfast/lunch/dinner/supper. Advance/voucher for meals can also occur if a guest is having a meal outside of the hotel or resort they are staying. This may/may not be required by the restaurant if the reservation involves a large number of guests. The normal practice is between 10% – 50% deposit. A tour guide may/may not be needed to take this amount of money (ie advance) from the agent or hotel, to be delivered to the restaurant prior a meal. In a normal practice, the accommodation agent (eg hotel) will make a direct payment to the restaurant involved whereas the guests are given meal voucher(s). The amount paid to the restaurant is usually not disclosed to the guests. The following information is usually found in a meal voucher :

Date :                                                  Name of Agent /Hotel/Resort :

Name of Restaurant :                         Number of pax :

Type of meal :                                     Remarks :

1.3 Advances for Transportation

Certain vehicle rental companies set an agreement and a sum of money as deposit before one can actually rent a vehicle from them. In a normal practice, an accommodation agent will pay directly to the vehicle rental companies in order not to disclose the price they are paying. However, if a tour guide is required to get a car from these companies, then he/she needs to get the advance from his/her agent. This type of advance must be presented with a receipt from the agent stating the amount of money advanced to the tour guide, for what purpose and the name of tour guide and the vehicle company. In most transactions, a transportation voucher is usually used. The following information may be contained in the voucher :

Name of Agent/Tour company :

Date :

Vehicle Type and Registration No :

Name of Driver :

Name of Tour Guide :

Rate :

No of days :

Destination : (optional)

Terms and Conditions : (This will include insurance terms, penalty etc…)

Remarks :

1.4 Advances for Driver Tips/Toll

If a journey requires to pass through tolls, a guide must be responsible to calculate the number of tolls he/she will pass through and the amount of money each toll requires. This type of advance must be presented with a receipt from the agent stating the amount of money advanced to the tour guide, for what purpose and the name of tour guide and recipient toll(s). The toll receipt must be presented to the agent and change must be returned. It is also common that a tour guide use his/her own money first, then present the toll receipt for claims.

1.5 Advances for Porter Age

Another word for a porter is bellman. However, the duty of a porter is often carried out by a doorman, a receptionist, a concierge etc.. Anyone who carries a guest luggage to their room can be given tips. In the case of a large group, the assistance of the porter(s) must be appreciated by giving them some tips (though some places abandoned the idea of tips for the porter while some think the abandonment is unethical).

A tour guide can request advance for this type of service, but must returned the cash if it is unused.

1.6 Advances for Guiding Fee and Subsistence Allowance

Tour guides may be paid differently according to their level of services and capabilities. A tour guide who speaks foreign language(s) may be paid higher than those who only speak in a local language. A guide who knows more about nature must be paid higher than those who only know how to take guest around places of interest only. Some tourist guides set an amount of advance fee for their service while some claim their fees upon completion of their job. If a guide is required to stay away from his/her operating area, or if he/she is required to stay overnight at a place outside his/her region or working over time, then he/she is entitled of subsistence allowance. The agent must pay the agreed amount of allowance to the tour guide based on the hour or half day rate or daily rate.

Here is an example of a claim form for Guiding Fee :

Tour Guide Name   Date
Tour Code   Transport No
No of Pax   Adult Child
 
Date Itinerary Restaurant Pax Type of meal
         
         
         
         
ITEM DESCRIPTION TOTAL AMOUNT (RM)
Tour Guide
Allowance
   
Driver Tips    
Toll and Parking Fees    
Entrance Fees    
Miscellaneous (specify)    
Sub Total    
Less Advance *    
Total payable    
Prepared by Approved by Received by  

*  Note : If a guide has already received an advance for his/her guiding job, he/she is required to sign a standard advance form available at the agent. The tour agent will be given a receipt. The advance receipt must be attached together with a guide final claim form.

1.7 Advances for Administration Fees to Touristic Places

Certain touristic places require cash admission fee. Very often they offer special rate for groups. Sometimes they offer voucher instead. A guide must first identify which are the places requiring admission fee. He needs to calculate the amount and request advance from the agent. It is a usual practice that a guide needs to collect guest identity card(s) or passport(s) when making group payment at places requiring admission fee.

If a guide needs to collect advances for places with admission fee, then he/she must present a summary report to be presented to his/her agent. The following information must be included :

Amount of Advance received :

Admission fees :

  1. Place A                       Amount Paid :
  2. Place B                       Amount Paid :
  3. Place C                       Amount Paid :
  4. Etc..                 Amount paid :

                                                Amount Returned (Balance)

3 REPORT TOUR PAYMENT TRANSACTIONS

  • Report transactions by standard procedures
  • Fill in forms supplied by hotel outlets
  • Ensure to follow rules set by each individual hotel outlets
  • Ensure receipts are available and valid

SAMPLE OF TRANSPORT VOUCHER

Sunlink Travel &Tours Sdn. Bhd.

No. 52A-2B (1) Jalan Orchid 2, Taman Orchid 43200 Cheras, Selangor

Tel: (6019) 616 4472  Email: info@sunlink.my

Transportation Voucher

Tour Ref          :           Penang/Seremban – Domestic Package /April/18-2018

Client               :           Big Electronics Manufacturing Sdn. Bhd. Bayan Lepas, Penang

Contact           :           Mr. Factory, Tel: 04-4445566    Fax: 04-4447788

Tour details:            From: 4th April 2018                To:  8th April 2018

Total: 5 days and 4 nights       Meals: 4 b/fast/0 lunch/0 dinner

Transport          

Coach  :       Vehicle No. __________________      No. of seats:________________

Rental rate per days: RM 800 per day           No. of days:_________________

Amount Paid:  RM 4,000                                Cheque/Cash:______________

Received by (Name) : ____________________________________________

Date:____________________       Signature:_________________________

Van/Taxi  :   Vehicle No. __________________      No. of seats:________________

Rental rate per days: __________________ No. of days:_________________

Amount Paid:  _____________________     Cheque/Cash:______________

Received by (Name) : _____________________________________________

Date:______________________  Signature:_________________________

Ferry  :         Vehicle No. __________________      No. of seats:________________

Rental rate per days: _________________  No. of days:_________________

Amount Paid:  _______________________ Cheque/Cash:_______________

Received by (Name) : _____________________________________________

Date: _____________________ Signature:___________________________

Date:­­­­­­­­­­­­­­­­­­­­­­ ____________________                                        

Signature of Tourist Guide

Ref:   ____________________                                                         

Name:  ­­­­­­­­­­­­­­____________________

  1. FINANCIAL AGREEMENT

Payment can be accepted in many ways.  Credit card payment is accepted with many vendors.  Although some companies, which are new to the tour industry, will find that they must pay vendor Ringgit notes (cash) on the spot or in advance.

Cash payment involves during tour may include:

  • Driver’s allowance: 
    1. Tolls as per receipt
    2. Bellman

Tourist guide must be able to calculate the daily cash expenses based on the itinerary. Cash advance may be requested from the tour agent based on the initial estimated calculation from the tour itinerary.

2.4.1    REIMBURSEMENT PROCEDURES:

  • Tourist guides need to submit a requisition or an application for cash advances for a certain amount for fees, toll and tips (if fixed) that are to be paid for admission fees and/ or to drivers and porters.
    • Once approved, the account department can disburse to the tourist guide and he or she will have to sign the received form or petty cash received form.
    • Tourist guide will need to produce receipts for all expenses.
    • Once tourist guide completed the day’s job he or she will report on the expenses made and any extra will have to be returned. If expenses are more, he or she will have to fill in the claim forms.

SAMPLE OF PAYMENT VOUCHER

Sunlink Travel &Tours Sdn. Bhd.

No. 52A-2B (1) Jalan Orchid 2, Taman Orchid

43200 Cheras, Selangor

Tel: (6019) 616 4472  Email: info@sunlink.my

Payment Voucher – Admission Fees

Tour Ref          :           Penang/Seremban – Domestic Package /April/88-2010

Client               :           Big Electronics Manufacturing Sdn. Bhd. Bayan Lepas, Penang

Contact           :           Mr. Factory, Tel: 04-4445566    Fax: 04-4447788

Tour details:    From: 4th April 2010                To:  8th April 2010

Total: 5 days and 4 nights       Meals: 4 b/fast/0 lunch/0 dinner

Reimbursement/Advance Payment for Admission Fees as per itinerary:

Touristic Places                                                                                Amount

Museum Negara

No. of pax:                  @ RM 5 per person                                   ________________

Zoo Negara

No. of pax:                  @ RM 10 per person                                 ________________

Menara KL

No. of pax:                  @ RM 38 per person                                 ________________

Other:_____________________________

No. of pax:                  @ RM      per person                                 ________________

Other:_____________________________

No. of pax:                  @ RM      per person                                 _______________

Total amount received:    RM ________________    by Cash/Cheque

Amount in words: Ringgit Malaysia _______________________________________

Date:­­­­­­­­­­­­­­­­­­­­­­ ____________________                                             

Signature of Tourist Guide

Ref:   ____________________                            Name:­­­­­­­­­­­­­­_____________________

SAMPLE OF PROFESSIONAL GUIDE FEES

MINIMUM TOURIST GUIDES PROFESSIONAL FEES (effective 1st. March, 2009)

CENTRAL ZONE KUALA LUMPUR, SELANGOR, PERAK, NEGERI SEMBILAN AND PUTRAJAYA

CENTRAL ZONE
Kuala Lumpur, Selangor, Perak,
Negeri Sembilan & Putrajaya
CITY
GUIDE
NATURE
GUIDE
Level 1-3
  Local Languages Foreign
Language
Local
Language
Foreign Languages
Overland 220 350 220
Level 3
300
Half Day Tour (max 4 hrs) 150 250 120 180
Full Day Tour (max 8 hrs) 220 350 180 250
Transfer (max 3 hrs) 120 180 100
Level 3
120
Level 3
Empty Run / Return 100 100 100
Level 3
100
Level 3
Additional hour charges
(per hour)
20 30 20 30
Extended Night Activities before midnight (additional charge to an evening tour, dinner transfer etc.) 50   80 80 120
  • TOUR ARRANGEMENT CONFIRMATION
  • PRE-TOUR CONFIRMATION CHECKLIST

Once the tourist guide and tour agent agreed on the tour assignment, tourist guide has to acknowledge the acceptance of the assignment and that he or she has also receive the necessary tour information prepared by the tour agent.

SAMPLE OF PRE-TOUR CONFIRMATION CHECKLIST

Sunlink Travel &Tours Sdn. Bhd.
No. 52A-2B (1) Jalan Orchid 2, Taman Orchid
43200 Cheras, Selangor Tel: (6019) 616 4472  Email: info@sunlink.my

Tour Guide’s Name: Date of Tour:
TOUR ASSIGNMENT 

ITINERARY 
ROOMING LIST / NAME LIST 
HOTEL CONFIRMATION VOUCHER
a) ________________________________________________
b) ________________________________________________
c) ________________________________________________
d) ________________________________________________      

MEALS CONFIRMATION VOUCHER
a) ________________________________________________
b) ________________________________________________
c) ________________________________________________     

ENTRANCE FEES
a) ________________________________________________
b) ________________________________________________    

WELCOME PLACARD 

CASH ADVANCE FOR TOUR EXPENSES & PAYMENT VOUCHER  OTHERS

a) ________________________________________________
b) ________________________________________________
c) ________________________________________________     

Your co-operation is highly appreciated. Thank you. Prepared by:   ……………………………………………………………….

SERVICE PROVIDER CONTACT DETAILS

Included with the tour assignment, the tour agent has to provide the tourist guide with the contact details of the service providers. Examples of the service providers include restaurants, coach drivers, and accommodation such as hotels or homestay villages.

SAMPLE OF SERVICE PROVIDER CONTACT DETAILS

Name Telephone No.
Hotel
Concorde Hotel 03 – 2144 2200
Corus Hotel 03 – 2161 8888
Grand Seasons Hotel 03 – 2697 8888
Legend Hotel 03 – 4042 9888
Pearl International 03 – 7983 1111
Restaurant
Saloma Theatre Restaurant 03 – 2161 0122
Seri Melayu Restaurant 03 – 2145 1833
Hornbill Restaurant 03 – 2693 8086
Seri Angkasa Restaurant 03 – 2020 5055

SOALAN / QUESTIONNAIRES:

  • What information is included in Tour Itinerary?
    1. ____________________________________________________________
    2. ____________________________________________________________
    3. ____________________________________________________________
    4. ____________________________________________________________
    5. ____________________________________________________________
  • Why is Tour Itinerary important?

__________________________________________________________________________________________________________________________________________________

Reference :

http : www.mapslangkawi.com Mesra Malaysia A Certified Customer Service Excellen

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