Department: Finance
Supervisor: Financial Controller (Director)
Responsible: Accounting Employees

File Storage:

  • All accounting documents must be packed in boxes for long-term storage. Each box should be labeled with:
  • The name of the hotel or legal entity
  • The contents of the box
  • The period covered by the contents
  • The disposal date

Document Grouping:

  • Documents should be grouped by similar disposal dates for convenient storage.
  • If different legal entities are responsible for various documents, files should be packed separately and appropriately labeled for easy access.

Storage Location:

  • The storage location for documents must be clean, dry, and equipped with cameras. The organization of the storage area should ensure easy access to information.
  • The Financial Controller (Director) is responsible for maintaining a detailed archive storage log for each document, recording all necessary information.
  • It is essential to maximize the use of digital technologies for document storage, which will minimize physical storage costs.

Document Retention Periods:

  1. Accounting Reports and Primary Documents − Retention period: 5 years. This includes documents such as invoices, acts of work performed, waybills, and other primary documents.
  2. Annual Reports − Retention period: at least 5 years after the end of the reporting year.
  3. Accounting Books − Accounting books (e.g., income and expense book) must be retained for at least 5 years.
  4. Employee Settlement Documents − Documents regarding salary and other payments (payroll sheets, payment orders, summary payroll sheets, pay slips for salary, benefits, fees, material assistance, and other payments) must be kept for at least 5 years;
  5. Tax and Fee Documents − Tax returns and documents supporting tax calculations must be kept for at least 4 years (the statute of limitations for tax audits).
  6. Fixed Asset Documents − Documents related to fixed asset accounting must be retained for 5 years after the asset has been written off.

It is important to note:

  • Some documents may have specific retention periods depending on local rules and legislation or internal regulations.
  • It is recommended to regularly conduct an inventory of stored documents and dispose of those whose retention period has expired.

Verification:

  • The Financial Controller (Director) should conduct an annual review of stored documents to ensure compliance with this standard and changes in local regulations.
  • Compliance with this standard will ensure reliable document management and protection in accordance with current legal norms.