Coffee SHop Employee Manual 3
Coffee SHop Employee Manual 3
Coffee SHop Employee Manual 3
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TABLE OF CONTENTS
UNIT POLICIES AND HR INFORMATION 4
EMPLOYEE TRAINING 43
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APPENDIX DOCUMENTS 48
ABSENTEE CALENDAR 49
CASHIER APPOINTMENT LETTER 50
CASHIER SHEET (DRAFT-UPDATED W/ BO ELEMENTS) 51
CASHIER SHEET (ORIGINAL VERSION) 52
COST COMPARISON FOR NEW SALAD BAR AND DELI 53
FOOD SERVICES SUPERVISOR APPOINTMENT LETTER 54
FREEZER TEMPERATURE LOG 55
HACCP FOOD TEMPERATURE LOG 56
LABOR CALCULATOR 57
LABOR REPORT 58
PEST ACTIVITY LOG 59
PURCHASE TRACKER 60
REFRIGERATION TEMPERATURE LOG 61
VARIANCE OF BUDGET TO ACTUAL EXPLANATION 62
VENDOR LIST 63
WASTE SHEET 64
WEEKLY P & L STATEMENT 65
WEEKLY SANITATION GUIDE 66
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Unit Policies and HR Information
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Attendance and Punctuality Policy
Delaware Tech management expects employees to be punctual and attend work regularly, so that the business
meets the service expectations of the staff, students and other personnel.
Employees are to remain at work for the entire work schedule, except for unpaid meal or break periods. If an
employee leaves their designated work area without notifying management, it may be considered job
abandonment.
Failure to provide notification of absence for three consecutive workdays will be considered by management as
a voluntary resignation.
1. Call your immediate manager or supervisor at the appropriate designated phone number, no later than 2 hours
prior to reporting time.
2. Inform the manager or supervisor of the expected duration of your absence.
3. Give your reason or explanation for missing work.
*Occurrence of Absenteeism: Individual daily absences will be counted as one occurrence, regardless of
reason or proper/improper call-in procedure. Employees that have a continued absence and provide medical
documentation will be counted as one occurrence.
*Early/Late punctuality policy reflects clocking in or out 7 minutes after or before your scheduled start and end
time.
• For a vacation day(s), requests must be submitted at least two weeks prior to the first requested day off.
• Personal time off is to be requested (verbally and written) at least 48 hours prior to the date to allow for
coverage, except in cases of extreme emergency.
• Multiple staff requests for time off on the same date will be considered on a first come, first served basis.
Attendance and absenteeism issues are discussed with the management and with other appropriate
supervisors in the unit area and/or Human Resources as needed. Factors which will be evaluated include:
1. Whether the occurrence of tardiness/absenteeism is excessive and/or detrimental to the delivery of services.
2. The employee’s reason for absence.
3. The employee’s record of absenteeism.
Please note: Attendance and/or punctuality is only one factor that relates to overall performance. Violations of
other policies and/ or procedures in combination with poor attendance and punctuality will accelerate the
progressive discipline process.
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PROGRESSIVE DISCIPLINE:
Excessive tardiness or absenteeism may result in verbal warning, written reprimand, suspension with or
without pay, or termination of employment. If you have a consistent issue with attendance, your manager or
supervisor will discuss the matter with you. During this conversation, you will be advised on policies and time
lines going forward about your attendance.
If you are absent for 3 or more consecutive days due to medical reasons, a written notification from a
healthcare provider will be required in order to return to work.
__________
Initials
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Standard Operating Procedures
1. Two hour notice to your supervisor is required prior to calling out sick. You are allowed
to leave a voicemail message or with personnel. However, it is your responsibility to
contact your direct supervisor at some point that day.
2. Time off is to be requested (verbally and written) in accordance with the attendance and
punctuality policy to allow for coverage, except in cases of extreme emergency.
3. All personnel are to report to work on time for their scheduled work shift. Call if you are
going to be late. Excessive tardiness and/or absenteeism will result in disciplinary action.
4. Personal phone calls will be limited to essential emergency calls on the business line.
Personal cell phone usage is limited to your break ONLY. Cell phone use is prohibited
during work hours. This includes use of earphones/earbuds to talk or listen to music.
5. Personal items are not to be kept at the work station (grill line, stations, cash register),
including wallets, purses, handbags, backpacks, coats, etc.
6. UNPAID breaks for part-time personnel are allotted (1) 15-minute break per shift.
Breaks are accrued after four (4) consecutive work hours. All breaks are to be approved
by supervisor if business needs allow. If business dictates, all work is to be completed
before break is taken.
7. Breaks for full-time personnel are allotted (2) PAID 15 minute breaks AND (1) half hour
UNPAID lunch break. This will be determined by workflow and discretion of supervisor.
9. If an employee is out due to illness or injury for a period longer than three (3) days, they
are to bring in a doctor’s note. Failure to bring a doctor’s note will result in disciplinary
action.
10. ALL food must be purchased for full price. You are to eat your meal on your break, and
not at your work station. No food is to be taken off premises without the approval of the
Supervisor.
11. All employees must adhere to the State Board of Health policies and procedures.
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Initials
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Telephone Answering Policy
Thank you for calling The Landing Café. This is ____________. How may
I help you?
Thank you for calling the Station Café. This is_____________. How may I
help you?
The Landing Café is the Stanton location, and the Station Café is the Wilmington location.
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Uniform Policy
A proper uniform* reflects the level of service the unit wants to display. Clean, pressed
uniforms present a positive image to your customers and leave them with a positive
impression of the establishment.
All uniform items must be kept neat, well repaired, and very clean, and the complete
uniform must always be worn whether working with food in the kitchen, in front of the
house area, or when cleaning work areas.
UNIFORMS
Item Qty Description
Hat 1 Black w/ logo (provided by management)
Apron 1 Black w/ logo (provided by management)
Shirt 2 Khaki and black with logo (provided by management)
Pants Black khaki-style pants. NO JEANS (provided by employee)
Shoes Black – upper portion must fully cover foot and be a non-porous
material, non-slip soles (provided by employee)
Socks Black (provided by employee)
APPEARANCE
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Jewelry and other accessories should be limited to the following:
All parts of this policy, which do not require a purchase, are effective immediately.
I understand this policy and will follow its provisions on a daily basis.
__________
Initials
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Handwashing Policy
Procedure: ALL employees are to wash hands:
after using restroom facilities and again in production or service areas before
returning to work;
after handling raw meat, poultry, seafood and produce;
before starting to work and when returning from breaks;
before working with ready-to-eat food;
between handling different types of food;
after coughing, sneezing or blowing nose;
after touching hair, face, nose or other parts of the body;
after eating, drinking and smoking;
after cleaning;
after handling chemicals;
after handling dirty equipment;
after handling trash and other contaminated objects.
1. Wash hands thoroughly with approved antibacterial or antimicrobial hand soap. Pay
particular attention to the areas underneath fingernails and between fingers. Wash
hands and exposed parts of arms for at least 20 seconds. Rinse thoroughly with clean
water. Dry hands with disposable towels or use an air dryer.
2. Avoid re-contaminating your washed hands! Use a paper towel to turn off the faucet and
operate the door handle.
3. Keep fingernails neatly trimmed to make it easier to scrub them clean. Do not use
fingernail polish because it may flake off into a customer's food. Do not wear artificial
fingernails. Do not wear jewelry and watches on the hands or arms (except smooth
surface ring / band) because they can harbor bacteria. Pieces of jewelry may come
loose and get into the customer's food.
4. Be sure all cuts, abrasions or burns are free of infection. Keep them properly covered
with a tight-fitting, waterproof, leak-proof bandage. Also keep injured hands covered
with tight fitting disposable gloves or finger cots. Keep cuts, abrasions or burns on
exposed arms properly bandaged so they don't become a source of contamination.
__________
Initials
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Meal Policy for DTCC Café Employees:
Procedure:
1) All DTCC café employees shall receive a 50% discount on meals.
2) One meal is allowed per shift.
3) There is a maximum of $10 (regular price) per employee per day. This includes bottles
beverages. Fountain beverages are complimentary.
4) No food is to be taken off-premise unless authorized by management.
5) All food consumption will be in designated dining areas ONLY. There will be NO
consumption of food in food preparation areas, at register area or in storage areas.
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Employee Station Duties
For all positions, the minimum service dress includes a clean uniform and safety
shoes daily. See uniform section for details.
Although many tasks are job-specific, the primary expectation of ALL STAFF is to
provide excellent service to all customers!! Job-specific details are listed below,
but do not itemize all duties which may be requested or required of staff.
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Grill Station Duties (AM and PM)
This employee will prepare food for sale to customers in accordance with safe food handling
and sound business practices.
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Organize for next day
Clean entrée line and grill line Wash with soap, water and green scrubbie
General Duties:
• Closely monitor the grill area during shift for efficient service to customers, sanitation, and
quality of product.
• During slower periods, cook items to order to ensure the best quality.
• Follow portion sizes
• Fill out production log
• Keep station attractive and creative
• Keep grill clean at all times
• Keep foods fresh and filled (not over filled)
• Open items as you need them (do not over stock)
• Monitor the temperature of foods (temperature log)
• Fill out waste sheets as necessary
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Prep Cook Duties (AM and PM)
This employee will prepare food for sale to customers in accordance with safe food handling
and sound business practices.
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PM- Work with AM staff to replenish
products for PM service.
Break down as appropriate Change pans, wrap and label items
Organize for next day
Clean salad station line Wash with soap, water and green scrubbie
General Duties:
DO NOT LEAVE STATION during service times unless you notify someone to cover.
Closely monitor station area during shift for efficient service to customers, sanitation, and
quality of product.
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Cook Duties (AM and PM) – SANDWICH/SALAD STATION
This employee will prepare food for sale to customers in accordance with safe food handling
and sound business practices.
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cups, napkins, silverware etc. if
time permits.
Break down and clean as appropriate Clean counter surface, glass and
tray slide in front, sweep floor;
clean glass front and back
Wipe down and sanitize All counters and black display tiles
(clean AND sanitize); walls and
doors, signs, salt and pepper
shakers, and beverage coolers
(clean)
Perform cleaning duties Organize shelves, grab-and-go
case, refrigeration, hand-washing
sink, sweep and mop area.
Clean and sanitize sandwich station line Wash with soap, water and green
scrubbie
Clock out
General Duties:
DO NOT LEAVE STATION during service times unless you notify someone to cover.
Closely monitor station area during shift for efficient service to customers, sanitation, and
quality of product.
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Duties (AM and PM) – UTILITY STATION
This employee will provide support for the café operations by restocking supplies and products
as well as sanitation of food preparation and customer areas.
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Check trash Make sure trash is not getting
overloaded; change the bags
when they appear full
Continue restocking plates and silverware
throughout shift
End of Shift Finish cleaning tasks and putting away any
remaining dishes
Perform cleaning duties Clean and polish the tray & trash
return area, both inside and
outside of the dish room; clean
pot sink and garbage disposal
area. Check for debris on the
floor under garbage disposal.
Breakdown the dish machine
General Duties:
Closely monitor areas during shift for efficient service to customers, sanitation, and quality of
service.
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Thursday – Pepsi (also check Bag in the Box to see if any need to be changed)
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Cashier Duties (AM and PM)
This employee will prepare food for sale to customers in accordance with safe food handling
and conduct the processing of payments according to sound business practices. Cashier duties
listed below are general duties; functions relating to cash controls, payment processing, and
other financial duties are detailed in the Payment Processing Procedures section.
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End of Shift
Wipe down and sanitize All counters and attachments to
beverage dispensers (clean AND
sanitize); walls and doors, signs,
salt and pepper shakers, and
beverage coolers (clean)
Clean and organize for next day Shelves, coffee pots, beverage
machine drains (hot water)
Restock beverage cases as completely as
possible.
Pull fruit at end of day and clean containers.
Lock all machines; wipe down coffee station,
dessert station, etc.
Produce receipts and reports to verify cash and See Payment Processing Procedures
credit cards in accordance with payment section
processing procedures.
Clock out
General Duties:
DO NOT LEAVE STATION during service times unless you notify someone to cover.
Closely monitor station area during shift for efficient service to customers, sanitation, and
quality of product.
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Food Service Supervisor Duties (AM and PM)
This employee will provide management oversight for food preparation, processing of financial
activity, and inventory control in accordance with sound business practices. Supervisory duties
listed below are general duties; functions relating to cash controls, payment processing, and
other financial duties are detailed in the Payment Processing Procedures section.
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General Duties:
DO NOT LEAVE STATION during service times unless you notify someone to cover.
Closely monitor station area during shift for efficient service to customers, sanitation, and
quality of product.
Put away Sysco orders and other vendor deliveries in the appropriate spot in walk-in and
freezer.
Label and date new products within one hour of delivery. Rotate older (inventory) product to
use first.
Note: Due to the nature of the food service business, duties and/or schedules may change.
Your flexibility is appreciated, as you may be asked to perform extra duties, stay late, or leave
early.
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Marketing and Signage
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Station Menus, Pricing and Cost Control
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The New Deli
Begin to build your creation $4.29
1) Your meat Ham, Turkey, Corned Beef, Tuna Salad, Chicken Salad
2) Your bread White, Wheat, Rye, Wrap
Nicoise Salad
Chunk white tuna, Green Beans, Red Bliss Potato, Black Olive, Boiled Egg, Tomato, Red Onion,
Dijon Vinaigrette
Mediterranean Salad
Fresh Hummus, tomato, cucumber, kalamata olive, feta cheese and toasted pita on spring mix
with Balsamic Vinaigrette
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BUILD CARDS
BBQ RANCH SALAD HAM FUSCILLI PASTA SALAD
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Monthly Inventory Procedures
The best practice and the required procedure in the monthly process for taking inventory on the last
Thursday of the month using a three-person process with a counter, a writer and someone to input.
1. Count from top shelf Left to Right. The counter should not skip an item. If necessary the writer
can look for the item or write it down when called out.
2. Bulk dry items over 10 pounds should be counted by weight but they MUST be weighed on a scale
for accuracy—dry beans, flour, candy, sugar, etc.
3. Continually organize your inventory shelf to sheet items so they are in order.
4. All vendor pricing for items are to be put on the inventory sheets the week they are received. Mark
your invoice with “PU” to indicate that prices have been updated.
5. Count unopened cartons of dairy, bottles of soda by type (prices vary), packaged chips (by price
brand type as prices vary), and packaged cookies (by type as prices vary).
6. Count unopened packaged sleeves of cups, plates etc. Package must not be opened.
7. Count portion control (PC) cases by .25 increments. (.25, .50, .75, 1.0)
8. Count individual packages of hot chocolate, tea, Crystal light--AGAIN if different prices than count
individually such as Tetley tea bags and premium tea bags.
9. If you purchase produce from Sysco and from a local vendor than you need to have both listed on
your inventory and update the local vendor prices. This is true if you purchase other emergency
supplies from a non-Sysco vendor.
10. Produce is counted ONLY in whole units (i.e. each melon, each bag of cut lettuce) If any produce
is opened or cut in any way, it CANNOT be counted.
11. If there is only one manager, then the manager will be the input and cannot be a counter or
writer. All 3 people must sign and date the inventory count sheets and initial each page. This is
part of inventory packet and is retained for 2 years. HOWEVER, it is acceptable for the manager to
OVERSEE the caller and writer and point out corrections if they observe it while inventory is being
taken (for example, employee counts 7 cans but manager observes 9 than he/she can correct the
caller on the spot.
12. IF the person doing the input notices a discrepancy in the items counted, he/ she should change to
correct amount on count sheet and enter, but also MUST get counter and writer to initial the
change along with your initials.
13. The INVENTORY PACKET consists of the 3-person signed Count sheets, the manager signed/dated
inventory summary report and the printed inventory extension sheet so it can be verified to insure
it matches the count sheet. Also, review the inventory packet to check for unit extension errors
such as counting sleeves and calculating case prices.
14. Annually on June 30 inventory must be completed and submitted to the Business office.
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Cash Control and General Payment
Processing
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CASH REGISTER GUIDELINES
Cashiers, as with all staff, are expected to be professional at all times. Certain safeguards to
protect the cashier and the Café should be observed. These guidelines are provided to ensure
that the integrity of the financial transaction is intact.
Cashiers are not to allow anyone to loiter at the registers and are encouraged not to have personal
conversations while at the register.
Cashiers are not to ring in their own purchases, and there is to be no comingling of personal and
Café funds at any time.
Cashiers are expected to ring in all sales accurately, and are responsible for knowing the pricing of
menu items.
Cashiers are to place bills on ledge of register in view of the customer and cashier until the
transaction is completed. Once completed, cashiers are to close the register drawer between each
transaction.
If the register does not have a register display which faces the customer showing charges and
totals, a receipt is to be provided.
Cashiers are not to leave the registers unattended with the key in. When unattended, cash registers
are to be locked and all keys removed, if applicable.
Cashiers are to use the “tender” key only after all money has been received from the customer.
Cashiers are to be held accountable for over/shorts according to HR Policy. (see notation in back up
controls- P/PProcedures – add to that??)
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Initials
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Delaware Technical Community College
Stanton/Wilmington Campus – Station and Landing Cafés
The following cash control procedures are to be followed by the Stanton/Wilmington Cafés.
It is imperative that no one person completes a full cycle of accounting activity. This means that no
person should have control of money and access to the accounting records. This separation of duties must
be in place in order to have an effective cash and credit card control process.
The only checks received by the Cafés are from Camp on Campus payments. These checks are handled
via Business Office staff designated as Cashiers. The Stanton/Wilmington Cafés have designated staff
members at each campus who are responsible for processing cash and credit card payments. All payments
must be processed as detailed below. (reference Cashier Appointment Letter dated 7/9/13)
The cash register is to be supplied with $400 cash from the safe that is maintained in the Food Services
Supervisor’s area of the café. The AM and PM Food Services Supervisors have individual safes, which are
designated to have a total of $400 each. All cash refunds are refunded with cash, and credit card
refunds are returned via credit card within 2-3 business days. The Café Conference Center and Food
Services Manager II will produce the refund in the EPX system upon request by Food Services Supervisor.
Credit card refunds are only conducted on Tuesdays.
A.M. Shift/Opening
Because the cash register shuts down automatically at 2:00 AM, the POS system resets to a “0”
balance. Cashiers are to ensure that the correct date and time is set on the register.
Each AM, café Food Services Supervisor completes the Cashier Sheet in its entirety to validate prior
shift cash activity. This verification is to be done by the shift Food Services Supervisor to verify cash prior
to Cashier arrival. (reference Food Services Supervisor Appointment Letter dated 7/9/13)
The verification should be noted in a log. The log will note the amount of cash being taken out of
the safe or the cash register, the names of the Cashier and the Food Services Supervisor who are attesting
to the amount of cash being removed, and the date. This is to be done each day without exception. The
Business Office will conduct “impromptu audits” for verification of the amount of cash on hand. The hard
copy log will be kept in the respective Food Services Supervisor’s office.
During the day, all transactions are to be rung through the automated P.O.S system (cash register).
Cashiers are required to ring in all sales immediately and accurately at all times. This includes all customer
cash and credit card transactions (no checks). As an exception, Camp on Campus check payments are
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rung through the automated P.O.S system as a non-cash payment, and then entered into QuickBooks as
part of the closeout process (see PM Shift/Closing).
Food Services Supervisor and Cashier must follow counterfeit prevention procedures (see
Counterfeit Currency Procedures dated 9/23/11). All cash bills greater than and including $5 must
be checked.
Mid-Day/Shift Change
Opening Food Services Supervisor must run a System Report from the P.O.S. to validate the
amount of cash on hand at the close of the shift (approximately 2:30 PM).
Reconciliation of cash on hand must be signed-off by both the Cashier for that shift and the AM
Food Services Supervisor on duty upon receipt (POS daily system report is generated, and must match
count of cash on hand). The AM Food Services Supervisor counts the cash collected up to the point of
closeout, and collects all credit card transactions. Any overages in excess of $400 in cash must be
deposited with daily cash activity by 4:00 p.m. daily in the Business Office. Credit card transactions are
forwarded to the PM Food Services Supervisor for evening closeout. This is noted on the Daily Cashier
Sheet. The $400 must be returned to the AM Food Services Supervisor’s safe for the next business day.
A Banner receipt for cash is generated by the Business Office Cashiers, and is filed with the backup
documents in the office of the Café Conference Center and Food Services Manager II.
The Business Office payment processing procedures are to be followed when deposits are taken to
the Business Office each day.
The PM Food Services Supervisor assumes the responsibility of the cash register from the AM Food
Services Supervisor via sign-off of the system report verifying the activity. The PM Food Services
Supervisor counts the safe for opening the shift.
P.M Shift/Closing
Reconciliation of cash on hand must be signed-off by both the Cashier for that shift and the PM
Food Services Supervisor on duty upon receipt (POS daily system report is generated, and must match
count of cash on hand). The PM Food Services Supervisor verifies the revenue collected from mid-day
shift change to the point of closeout, and deposits cash and credit card transactions in the PM Food
Services Supervisor’s safe. Any overages in excess of $400 in cash must be deposited the next business
day by 2:00 p.m. This is noted on the Daily Cashier Sheet. The $400 must be returned to the PM Food
Services Supervisor’s safe for the next business day.
At the close of the day (approximately 6:30 PM), the contents of the cash register drawer are to be
verified and initialed by the PM Food Services Supervisor. This is recorded via the Cashier Sheet (see
attached example) and conducted in the Food Services Supervisor’s office.
The closing PM Food Services Supervisor processes the end of day credit card transactions for
closeout of the business day (reference POS/EPX Credit Card Processing dated 7/9/13). All signed
credit card receipts, the report from POS, and a calculator tape of totals is submitted to the Café
Conference Center and Food Services Manager II for processing and reconciliation.
All cash and credit card register transactions are to be entered into the QuickBooks accounting
system by the PM Food Services Supervisor.
Once the information is entered into the accounting system, a Daily Sales sheet will be produced
from QuickBooks. The Daily Sales sheet and POS System Report should reconcile completely with one
another. The designated Food Services Supervisor will also sign off on the Daily Sales sheet.
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The PM Food Services Supervisor keeps the cash in the supervisor’s safe located in supervisor’s
office until the next business day, when the cash is deposited in the Business Office prior to beginning the
shift (approximately 2:00p.m.).
A Banner receipt for cash and credit cards is generated by the Business Office Cashiers, and is filed
with the backup documents in the office of the Café Conference Center and Food Services Manager II.
The Business Office payment processing procedures are to be followed when deposits are taken to
the Business Office each day.
The Café Conference Center and Food Services Manager II will reconcile credit card transactions
between the EPX and POS reports daily. (reference POS/EPX Credit Card Processing dated 7/9/13)
The credit card activity period is from 8:00a.m. – 6:30p.m. The documentation from the PM Food
Services Supervisor is verified, and matched to the EPX report. The EPX report is available two days after
the activity period. Once the EPX report is verified to the activity, both reports and the credit card receipts
are submitted to the Business Office for deposit. A Banner receipt is generated by the Business Office
Cashiers, and is filed with the backup documents in the office of the Café Conference Center and Food
Services Manager II.
In the event that the Café Conference Center and Food Services Manager II is unavailable to run
the EPX reports, the Management Analyst II and the CCP Assistant Director can serve as back up.
Backup Controls
The contents of the cash drawer are to be secured in the safe that is located in a secure area.
All backup, including the daily System Report, Daily Sales Sheet, Banner report and deposit
information is to be maintained by the Cafe’ Conference Center and Food Services Manager II in his/her
office.
The backup and reporting information should be organized in such a way that spot audits could be
easily undertaken by an independent party.
The Cafe’ Conference Center and Food Services Manager II will routinely investigate shortages and
overages as well as all voids. The shift Food Services Supervisor has the ability to void a transaction, not
the Cashier.
Small overages and shortages are common. Overages and shortages of a substantial amount
greater than $5.00 should be investigated as should any patterns that emerge as the result of this routine
supervisory review.
The Café Conference Center and Food Services Manager II will report these overages/shortages to
Public Safety, who will document the details on an incident report. The report will then be forwarded to
the Business Manager or the Assistant Business Manager and to the CCP Director.
Unannounced mid-shift register audits will be conducted by the shift Food Services Supervisor at
least once every quarter for each Cashier. Audits may also be conducted by the Business Manager, CCP
Director, or designees. The Cashier Report should be used for this purpose.
Unannounced audits of operations (including supervisory activity) will also be conducted quarterly
by the Conference Center and Food Services Manager II, Management Analyst II, CCP Assistant Director
and CCP Director.
Audits for QuickBooks activity will be conducted quarterly by the above mentioned personnel.
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Accounting System
All receivables and payables are required to process within one week of receiving them.
The First State Financial system is used to process account payable invoices to vendors. The
receiving supervisor acknowledges the receipt of product(s), and forwards the invoices to the Secretary for
processing. The invoice is stamped “ok to pay” and signed by the Café Conference Center and Food
Services Manager II. The Secretary produces a chart of accounts, and obtains departmental signatures for
approval. Once all signatures are obtained, the invoice and chart of accounts is forwarded to the Senior
Administrative Coordinator for entry into FSF. Documents are returned to the Secretary for copying and
forwarding (originals) to the Business Office.
Quick Books is used by the Cafe’ to keep track of accounts receivables for catering. For FY14, it is
also being used to track daily revenue deposits for appropriations 20246-04 (Wilmington) and 20246-05
(Stanton).
QuickBooks is used by the Secretary, the Food Services Supervisor, and the Café Conference Center
and Food Services Manager II to generate invoices for services rendered through conference center and
catering activities and applies payments for the invoices produced.
The Supervisor generates the information for the invoice via a Food Services Agreement (TBD)
based on the conference center or catering request. The Café Conference Center and Food Services
Manager II will secure the client approval via a signed Food Services Agreement. The Secretary produces
the invoices based on the signed agreement and forwards to the client for payment processing. Once
payment is received, the check/credit card, a copy of the invoice, the Food Services Agreement and a copy
of the contract are provided as back up for the deposit to the Business Office. (reference Food Services
Agreement)
A monthly First State Financial report is generated, which is reconciled against information in the
QuickBooks accounting system.
No Pay Outs
Effective June 1st of 2008, the Cafeterias will not be authorized to use C.O.D. vendors for the delivery of
any products. *** $200.00 Petty Cash available in Business Office for emergency situations***
37 | P a g e
MEMORANDUM
TO: Deans and Directors, Managers, Supervisors, and Public Safety Officers
Stanton/Wilmington Campus
It has been some time since we have formally discussed counterfeit procedures. This document serves as
a reminder to anyone that handles cash payments.
There have been sporadic occurrences of counterfeit currency exchanges at the campus. When this
occurs, it results in a financial loss to the College.
All bills must be inspected by the campus employee accepting payment. If you suspect a counterfeit note,
please follow the following steps as instructed by the United States Secret Service:
For the purpose of campus procedures, staff should ask for the student’s College ID and
should record the student’s name and ID number.
4. Contact your local police department OR call your local U. S. Secret Service Office.
For the purpose of campus procedures, staff will contact Public Safety at this step, and Public
Safety will complete the investigation, according to U.S. Secret Service or local law
enforcement guidelines. Step 4 is continued below.
Keep in mind that counterfeit currency is not legal currency; therefore, it is a crime to knowingly pass the
currency which has now been labeled as suspect. This is why the bill
38 | P a g e
Counterfeit Currency Procedures
Page 2
September 26, 2011
should not be returned to the bill passer. Legally, there is no financial remuneration for the confiscation of
counterfeit bills, but despite this, the campus will need to accept the payment and will need to process a
receipt to the customer. If necessary, the Business Office will make an adjustment on the receipt, in the
same manner that we would for a returned check.
Generally speaking, if the cost of services sold is under $20.00, then a payment in a denomination larger
than $20.00 should not be accepted in any campus service area (for example: it would be unusual for a
student to make a $50.00 cash payment for a $2.00 food purchase in the cafeteria). Common sense
should prevail. If an unusual denomination is presented, then our staff has a responsibility to respond with
an unusual level of scrutiny and observation. Do not hesitate to request identification with an unusual cash
payment.
Counterfeit detection pens are available through the Business Office, and should be used on any
denominations of $20.00, and above. These pens are not 100% effective; however, they are a deterrent
and will identify counterfeit bills on bad paper. By making a small mark on the money, the mark should
remain a light gold color. A bill is immediately suspected to be counterfeit if the mark turns black or dark
grey.
COLOR-SHIFTING INK: If you hold the new series bill (except $5 note) and tilt it back and forth, please
observe the numeral in the lower right hand corner as its color shifts from green to black (or copper
depending on the denomination) and back.
WATERMARK: Hold the bill up to a light to view the watermark in an unprinted space to the right of the
portrait. The watermark can be seen from both sides of the bill since it is not printed on the bill but is
imbedded in the paper.
SECURITY THREAD: Hold the bill up to a light to view the security thread. You will see a thin imbedded
strip running from top to bottom on the face of a banknote. In the $10 and $50, the security strip is
located to the right of the portrait, and in the $5, $20, and $100, it is located just to the left of the portrait.
ULTRAVIOLET GLOW: If the bill is held up to an ultraviolet light, the $5 glows blue; the $10 bill glows
orange, the $20 bill glows green, the $50 bill glows yellow, and the $100 bill glows red. The Business
Office is in the process of purchasing this equipment for use in the Business Office.
39 | P a g e
Counterfeit Currency Procedures
Page 3
September 26, 2011
MICROPRINTING: There is a minute microprinting on the security threads: the $5 bill has “USA FIVE”
written on the thread, the $10 bill has “USA TEN” written on the thread; the $20 bill has “USA TWENTY”
written on the security thread; the $50 bill has “USA 50” written on the thread; and the $100 bill has the
words “USA 100” written on the security thread. Microprinting can be found around the portrait as well as
on the security threads.
FINE LINE PRINTING PATTERNS: Very fine lines have been added behind the portrait and on the reverse
side scene to make it harder to reproduce.
COMPARISON: Ink should feel slightly raised. Compare the feel and texture of the paper with other bills
which you know are authentic.
Step 4, continued:
Upon the decision to contact Public Safety, please limit the handling of the suspected bill.
Public Safety will confiscate the bill, and they will place the bill in a protective covering, such as an
envelope.
Public Safety will complete a College incident report, and they will ensure via the Business Office, that the
payment has been flagged and processed properly.
Public Safety and/or the Business Office will complete the “Counterfeit Note Report” found here:
http://www.secretservice.gov/money_receive.shtml
Public Safety will call the local U. S. Secret Service Office or local law enforcement agency, once all steps
are complete.
DE/cn
40 | P a g e
POS/EPX credit card processing
Visa and MasterCard are the only types of credit cards accepted by the Café.
1) Closing (PM) Food Services Supervisor initiates the process to close credit card activity for the
day. From the Digital Dining Program, reports are run by Food Services Supervisors in the
back office system as follows:
a) Go to “Utilities”
b) Select “Process Registers”
a. Process Credit Card Authorizations
c) Go to Reports – Print Credit Card Summary Report
d) Go to Reports – Print Credit Card Detail Report
The closing PM Food Services Supervisor processes the end of day credit card transactions
for closeout of the business day. All signed credit card receipts, the reports from POS (c,
d), and a calculator tape of totals is submitted to the Café Conference Center and Food
Services Manager II for processing and reconciliation with EPX report(s).
The Café Conference Center and Food Services Manager II will reconcile credit card
transactions between the EPX and Daily Revenue System Report (POS) reports daily.
The credit card activity period is from 8:00a.m. – 6:30p.m. The EPX report is available
two days after the activity period and available for settlement. Reports not matching must
be resolved prior to deposit. Once the EPX report is verified to the activity, both reports
and the credit card receipts are submitted to the Business Office for deposit.
Credit card refunds are returned within 2-3 business days. The Café Conference Center
and Food Services Manager II will produce the refund in the EPX system upon request by
Food Services Supervisor. Credit card refunds are only conducted on Tuesdays.
*Some variation may occur due to weekends, holidays, etc. but should reflect one day of activity.
2) The Café Conference Center and Food Services Manager II will run an EPX Report as
follows:
Website: https://websuite.epx.com/. Log into merchant area. Once IN THE system, click
on “Reports.” Select the report under Credit Card category titled “Merch - Credit Card
Settlement Report.”
a. Select the frequency. Can be one time, or set up to automatically run daily.
b. Select the time zone.
c. Set the schedule time (a prior time if running a current report, or a specific time prior to
needing the report).
41 | P a g e
d. Set the start and end date as required.*
e. Status should be marked “Enabled.”
f. Save your parameters. Note: can have one report for “on-demand” reports set up and
another parameter set up for ongoing daily reports.
g. Expand + next to Credit Card Settlement line item to expand the menu. Reports in queue
will show up as pending. Collapse and expand the report (+) until the report is marked as
“Completed” with the date and time stamp.
h. Open the report by selecting the “Report” link on the right of the line. Open, save the
report as needed (EPX only saves 7 days of activity), and print the PDF report.
Note: The EPX report date is for the current date, but reflects previous credit card
processing activity.
i. Fraud control reports may indicate problems with credit card processing. Check under
Utilities>Fraud Control>Fraud List. Items that are suspect are held until released. If
activity is there, research the item. If it is a legitimate sale or refund, click the down arrow
next to “hold” and change to “release.” Print a copy to provide as backup to the daily work
to account for the discrepancy. Save the record. These transactions will appear in the
next day’s EPX report.
3) Stamp the EPX and Daily Revenue System Report (POS) reports with Approver/Business
Office stamp; sign as Approver.
4) Hand write the amount(s) of credit card deposits next to appropriations (20246-05-
Stanton; 20246-04 Wilmington) on the EPX and Daily Revenue System Report (POS)
report.
Make a copy of both of the reports. Deliver originals to the Business Office. Business
Office cashier will sign on the Business Office line of stamp, and will immediately provide a
copy of the signature page of the EPX and Daily Revenue System Report (POS) reports to
Approver. Business Office retains original EPX and Daily Revenue System Report (POS)
reports. A Banner receipt is generated by the Business Office Cashiers, and is filed with the
backup documents in the office of the Café Conference Center and Food Services Manager
II.
In the event that the Café Conference Center and Food Services Manager II is unavailable
to run the EPX reports, the Management Analyst II or the CCP Assistant Director can serve
as back up.
42 | P a g e
Employee Training
43 | P a g e
Daily Line Meetings/Training
Policy: Daily line meetings will be conducted in each operating unit as directed by an appointed
key employee.
Procedure:
1. Line meetings are most effective during the 5-10 minute period prior to opening for
lunch/dinner.
2. These meetings are conducted in the front of the house, so that ALL employees may
attend. It is also important for non-culinary staff (utility, office personnel, etc.) to attend
because the knowledge acquired during the meeting must be consistent throughout the
operation.
3. In the event the unit does not close between AM and PM hours, a designated employee
can be available to respond to customers’ needs during the duration of the meeting.
4. The format for these meetings should include:
a. Menu specials for the day
b. Combo specials along with proper pricing
c. Upcoming events in the Café that management would like the employees to promote
and catering.
d. Unit specific details for the day (special prep assignments, additional cleaning, etc.)
e. Employee acknowledgements (birthdays, employment anniversaries, etc.)
f. Customer focus for the day.
5. Employees should be encouraged to participate at the meetings by discussing menu items
they have prepared or questions they have on material discussed.
6. The meeting also encourages employees to be conscious of timing and to be prepared to
serve customers immediately after the meeting.
7. The knowledge acquired at this meeting shows customers that our staff is informed of the
operation and product they are serving.
8. Twice monthly a safety topic should be discussed at the meeting. Employees should
receive a brief handout related to the training and must sign off on a training attendance
sheet that they have attended or received the training material
44 | P a g e
Training Schedule 2016
45 | P a g e
Daily Reporting
• Absentee Calendar
• Cashier Sheets w/ Daily Cashier Log
• Daily Deposit Checklist
Weekly Reporting
Monthly Reporting
(to be compiled in monthly files)
46 | P a g e
I certify that I have read and have been provided a copy of the Delaware Technical
Community College’s Food Service and Conferencing Policy and Operations Manual. I agree to
follow the policies and procedures as outlined in this document and understand that signing
this page will serve as my understanding of specific policies, namely:
A copy of this signature page will be placed in my Human Resources personnel file.
Signature: Date:
Witness: Date:
47 | P a g e
Appendix Documents
48 | P a g e
Absentee Calendar
49 | P a g e
Cashier Appointment Letter
MEMORANDUM
TO: File
As referenced in the Payment Processing Procedures, the following individuals have been
appointed and have accepted roles as cashiers at the Stanton/Wilmington campus:
50 | P a g e
Cashier Sheet (DRAFT-Updated w/ BO elements)
Cashier Sheet
CASHIER SHIFT REGISTER
DATE_____________________
REPORT
OPENING BANK CLOSING BANK READING Actual Difference
Cash $ $ $
CASH CASH Checks $ $ $
100/50 100/50 Visa $ $ $
20 20 Mastercard $ $ $
10 10 TOTAL REVENUE $0.00 $0.00 $0.00
5 5 OVERRINGS
1 1 REFUNDS
$ ‐ $ ‐ CASH SUM M ARY
TOTAL CASH SALES $ ‐ $ ‐ $ ‐
Rolled Coins Rolled Coins
Quarters Quarters CHARGE SUM M ARY
dimes dimes TOTAL CHARGE SALES $ ‐ $ ‐ $ ‐
nickels nickels
pennies pennies $ ‐ OVER/SHORT
$ ‐ $ ‐
Loose Coins Loose Coins
Quarters Quarters Customer Count
dimes dimes
nickels nickels
pennies pennies $ ‐
$ ‐ $ ‐
cashier initial cashier initial
supervisor initial supervisor initial
POS Cash Register report
Signed credit card receipts separated by Visa, MC ‐ totaled with calculator tape, stapled
POS Credit Card Batch Detail report and Summary
Refunds tallied, totaled with calculator tape, stapled and signed
Cash drawer funds secured in safe; deposit activity completed
Register area
Copy of QuickBooks daily sales sheet to BO
Banner receipt on daily activity received from BO for file
Incident Report completed (if required)
51 | P a g e
Cashier Sheet (Original version)
Cashier Sheet
CASHIER______________ REGISTER__________ SHIFT______________
CASH CASH
100/50 100/50 TOTAL REVENUE
20 20
5 5
2 2
$ ‐ $ ‐
total register receipts
Customer Count
52 | P a g e
Cost Comparison for New Salad Bar and Deli
Cost Comparison for New Salad Bar and Deli
Column1 Column2 Column22 Column3 Column4
53 | P a g e
Food Services Supervisor Appointment Letter
MEMORANDUM
TO: File
As referenced in the Payment Processing Procedures, the following individuals have been
appointed and have accepted roles as supervisors at the Stanton/Wilmington campus:
Gary James, Conference Center and Food Service Manager II, may also perform duties in a
supervisory capacity.
54 | P a g e
Freezer Temperature Log
Freezer Temperature Log
Location_________________________________________
*Use a separate sheet for each Freezer unit
*Temperature should be 0 degrees or under (for sub zero units) during times of limited use.
Product needs to be below 32 degrees to remain frozen. Check once per day (i.e. opening of unit)
*If temperature is out of range, complete corrective action
Month________________________Year______
Date Time Temp. Corrective Employee Initials
Action
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
55 | P a g e
HACCP Food Temperature Log
HACCP Date______________
FOOD TEMPERATURE LOG
Station___________________________
Step 1‐ Make sure thermometers are cleaned, sanitized and calibrated
Step 2‐Take internal COOKING temps of food (chart for recommended temp is attached)
Step 3‐ Take temp of food after HOLDING in service for two hours and every two hours after
Step 4‐ Hot foods that are leftover need to be cooled properly(cooling procedures attached)
If closing unit immediately after placing product in cooling area, complete area at bottom of sheet explaining procedure taken.
Step 5‐ If food falls out of temp within the two hour window, it is safe to reheat ONCE to proper temperature(explain in HACCP correction area of document.)
If food falls out of temp longer than the two hour window, the food must be discarded(unsafe to serve)
Step 6‐Give sheets to manager daily. Keep sheets on file for one year
Colum Column2
Column1 n2 2 Column3 Column4 Column5 Column6 Column7 Column8 Column9 Column10Column11Column12Column13Column14Column15Column16Column17
Emplo
yee
Product initials Cooking internal temp Holding Temperatures Cooling Temperatures Reheating temperatures
Temp Temp Temp
Served (>140 or 2 hrs 6 hrs Start 2 hrs 6 hrs (40 Start Temp
Time Temp Time <40) Time Temp Time Temp time Temp (70<) <) time Final Time (>165)
56 | P a g e
Labor Calculator
HRS TOTAL Fringe Payroll Work Comp TOTAL
EMPLOYEE RATE WRK BASE Benefit(11%) Taxes 9% 8% LABOR
9.85 40 394.00 43.34 35.46 31.52 504.32
7.99 12 95.88 10.55 8.63 7.67 122.73
10.44 37.5 391.50 43.07 35.24 31.32 501.12
10.3 37.83 389.65 42.86 35.07 31.17 498.75
8.5 16.5 140.25 15.43 12.62 11.22 179.52
0 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
47.08 143.83 1411.28 155.24 127.02 112.90 1806.44
VACATION XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
HOLIDAY/sick XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
TOTAL 47.08 143.83 1411.28 155.24 127.02 112.90 1806.44
57 | P a g e
Labor Report
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
Employee Name xxxxxxxxxx
Status (F/T, P/T) xxxxxxxxxx
Hrl y hrs hrl y OT mgt hrs pai d hol i d te mp hrs te mp OT hTotal Hrl y
Monday 1/14/2013 7. 5 4 11.50
Tues day 1/15/2013 7 7.00
W ednes day 1/16/2013 6 6.00
Thurs day 1/17/2013 7. 5 7.50
Friday 1/18/2013 7. 5 7.50
Saturday 1/19/2013 0 0.00
Sunday 1/20/2013 0 0.00
Wee kly T otal 35.5 4 0 0 0 0 39.50
Budget 0 0 0.00
Variance 35.50 4.00 0.00 0.00 0.00 0. 00 39.50
58 | P a g e
Pest Activity Log
This form is to be used by the kitchen staff in the event there is a pest problem. It serves as communication to management as
well as facility services and will initiate necessary action for pest control services.
Pest Activity Log
Date Time Sighting/Activity Location Comments Manager Technician
Initials initials
59 | P a g e
Purchase Tracker
This form is to be used on a daily basis as a working tool to control product cost. Based on related sales and budgeted food cost
percentage, it will show the actual food cost percentage according to day of the week as well as vendor. This will allow
management to make necessary adjustments to purchases and to show a history of vendor related purchases.
PURCHASE TRACKER
Friday Monday Tuesday Wednesday Thursday Week Total
31-Aug 3-Sep 4-Sep 5-Sep 6-Sep
Amoroso $0.00
Dairy $11.00 $11.00
U.S. Foods $155.00 $1,594.00
Sysco $1,266.00 $1,695.00
Bagel $40.00 $429.00
tropicanna $133.00 $133.00
Produce $150.00 $50.00 $56.00 $256.00
$0.00
Pepsi $400.00 $400.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$305.00 $1,316.00 $240.00 $0.00 $400.00 $2,261.00
60 | P a g e
Refrigeration Temperature Log
Refrigeration Temperature Log
Location_________________________________________
*Use a separate sheet for each refrigeration unit
*Temperature should be 40 degrees or under during times of limited use. Check once per day (i.e. opening of unit)
*If temperature is out of range, complete corrective action
Month_______________________Year______
Date Time Temp. Corrective Action Employee Initials
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
61 | P a g e
Variance of Budget to Actual Explanation
Variance of Budget to Actual Explanation
Week 1 Week 2 Week 3 Week 4 Week 5
Sales/Revenue
Product Cost
Labor Cost
Controllable
Non Controllable
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Vendor List
Vendor List
Unit Account
Vendor Name Number Contact Number Sales Rep Delivery Day Online info
1‐800‐927‐6410 ext 9688
Sysco Foods Fax‐410‐677‐5599 Dan DeMichele cell 302‐494‐0911 Mon and thurs
Debbie Zeil cell 218‐9570
office 761‐8697
Pepsi 1‐800‐963‐2424/ 764‐6770 Dana cell 218‐0635
Pepsi Repair 4543190 1‐800‐562‐6800
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WASTE SHEET
DOCUMENT EVERYTHING YOU ARE DISCARDING BELOW
Item Date Initials
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Weekly P & L Statement
Product Cost $ 2,100 37.5% $ 1,896 34.5% $ 2,210 36.2% $ 1,899 41.3% $ 980 15.2% $ 9,085 32.2% $ 10,100 39.8% $ 8,750 35.3%
Labor Cost $ 1,800 32.1% $ 1,515 27.5% $ 111 1.8% $ 1,566 34.0% $ 5,636 87.7% $ 10,628 37.6% $ 11,800 46.5% $ 14,886 60.0%
Controllables $ 600 10.7% $ 675 12.3% $ 456 7.5% $ 1,455 31.6% $ 655 10.2% $ 3,841 13.6% $ 895 3.5% $ 3,424 13.8%
Non-controllables $ 400 7.1% $ 151 2.7% $ 654 10.7% $ 544 11.8% $ 231 3.6% $ 1,980 7.0% $ 1,200 4.7% $ 1,355 5.5%
Total Cost $ 4,900 87.5% $ 4,237 77.0% $ 3,431 56.2% $ 5,464 118.8% $ 7,502 116.7% $ 25,534 90.4% $ 23,995 94.5% $ 28,415 114.5%
Profit/Loss $ 700 12.5% $ 1,263 23.0% $ 2,669 43.8% $ (864) -18.8% $ (1,072) -16.7% $ 2,696 9.6% $ 1,405 5.5% $ (3,609) -14.5%
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Weekly Sanitation Guide
Weekly Sanitation Inspection Guide
Back of House
Condition Pe rson Targe t Comple tion
` Are a /e quipme nt ( OK or X) Comme nt Corre ction re sponsible Date Date
S t eamer‐ c l e a ne d,
s a n i t i t i ze d, a nd fre e of
l i me bui l d up. Ga s ke t s
c l e a n a nd i n good
2 c on di t i on
Handsinks, s oa p
di s pe ns e r,a i r drye rs , t o we l
di s pe ns e rs a re c l e a n a n d
i n good worki ng c ondi t i on,
11 ma i nt a i ne d a nd a c c e s s i bl e
Drain s‐ c l e a ne d,
s a n i t i ze d, fre e of odors a nd
de bri s , dra i ns prope rl y, no
12 obs t ruc t i ons
Ice machin e‐ c l e a ne d
a nd s a ni t i ze d i c e t ra y
me c ha ni s m , door a nd b ox
c l e a ne d a nd s a ni t i ze d, uni t
dra i ne d a nd t horoughl y
13 s a n i t i ze d 2 x pe r ye a r
Trash containe rs
c l e a n a nd e m pt i e d a s
14 ne e de d
Hood syste m c l e a ne d,
on a re gul a r ma i nte na n c e
s c he dul e , a nd prope r
s hi e l de d l i ght i ng i f
15 a ppl i c a bl e
Food storage
containe rs and
bins‐ c l e a n wi t h t i ght
fi t t i ng l i ds a nd
16 fre e of c ra c ks
Front of House
Ene rgy drink box ‐
gl a s s , ga s ket, s hel ves
a nd wa l l s of uni t
1 c l ea n
Cappucino machine ‐
pr oduc t i n da te, i ns i de
2 wi ped c l ea n
Coffe e machine ‐
pr oduc t i n da te a nd
i ns i de/outs i de of uni t
3 wi ped c l ea n
Froze n drink
machine ‐ pr oduc t i n
da te, wor ki ng pa r ts
c l ea ned & s a ni ti zed..
4 Uni t wi ped c l ea n
Pizza warme r‐
hea ti ng el ement i n
wor ki ng or der . Ra c ks ,
gl a s s a nd uni t c l ea n
5 a nd s a ni ti zed
10 Tray line ‐ c l e a ne d, s a ni t i ze d
Dairy counte rtop
re frig.‐ c l e ane d,
sani ti ze d, glass and gaske ts
13 c l e an and i n good c ondi tion
Re giste r stands‐
c l e a ne d, fre e of c l ut t e r.
Sa n i t i ze r buc ke t a t s t a t i on
14 for t a bl e c l e a ni ng
Salad station‐ c l e a ne d,
s a n i t i ze d, drop i n
c on t a i ne rs c l e a ne d a nd i n
goo d c ondi t i on(re pl a c e
c hi ppe d or broke n pa ns )
Re fr i ge ra t i on uni t i s
worki ng prope rl y, food ke pt
15 a t 4 0 o or be l ow
Dining table s and
chairs‐ c l e a ne d a nd i n
goo d c ondi t i on,
t a bl e s /c ha i rs not
a c c e pt a bl e t a ke n out o f
16 s e rvi c e
Condime nt Station‐
Cl e a ne d, s a ni t i ze d a nd fre e
of b ui l d up. Condi me nt
pumps a re c l e a ne d,
worki ng prope rl y a nd ke pt
17 fi l l e d
De e p Fat Frye r‐
c l e a ne d we e kl y, fre e of
18 l e a ks a nd bui l t on gre a s e
19
Refrigerat ors, Freezers, Storage Areas, Locker Area
W alk‐ in and re ach in
re frige rations ‐ c l e a n
wa l l s a nd fl oors . Food o n
s he l ve s a nd/or c a rt s a t
l e a s t 6 " a bove t he fl oor.
1 Cl e a n a i r c urt a i n
D ry s torage are a
clean , co o l, dr y , f r ee o f
em p t y bo x es. All it em s at
3 least 6 " abo v e t h e f lo o r .
R e ce iving are as
clean , f r ee of em p t y bo x es
an d t r ash .
Maint enance
Floors, Floormats,
Base boards, W alls,
1 Ce ilings cle an
2 Prope rly working drains
Mops and brooms
s t or e d prope rl y. No fre e
3 s t a n di ng wa t e r i n buc ke t s
Ve ntilation syste m
4 i n p rope r worki ng orde r
Loading dock fre e of
wa s t e a nd e mpt y boxe s .
Gre a s e di s pos a l drums i n
goo d c ondi t i on fre e of
l e a ks a nd s pi l l s . Ti ght
5 fi t t i ng l i ds i n us e .
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