CU9 : Tour Payment Arrangement
TOUR PAYMENT ARRANGEMENT
1 ASSESS TOUR PAYMENT ARRANGEMENT INSTRUCTION
1a What is voucher?
- A voucher is a Cash Value documents for various reservation such as hotel, meal, admission ticket (theme ark, sunway lagoon, genting skyway, etc), transportation
- It is provided by travel agent to their clients as a receipt for advance registration payments.
- 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.
- 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 :
- Hotel voucher
- Meal vouchers
- Transport voucher.
- 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
- Check number of pax
- Check date – check in / check ou
- Check place
- Check types of rooms
- Check types of meal/ menu
- Check time
- Check mode of payment
- Check type of packages
- 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
- Toll: as per receipt
- Porter: RM0.30 per bag
2c But sometimes TGs have to pay cash for park admission fee, meal (China market)
2d REIMBURSEMENT PROCEDURES:
- 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 :
- Place A Amount Paid :
- Place B Amount Paid :
- Place C Amount Paid :
- 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: ____________________
- 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:
- Tolls as per receipt
- 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?
- ____________________________________________________________
- ____________________________________________________________
- ____________________________________________________________
- ____________________________________________________________
- ____________________________________________________________
- Why is Tour Itinerary important?
__________________________________________________________________________________________________________________________________________________
Reference :
http : www.mapslangkawi.com Mesra Malaysia A Certified Customer Service Excellen
