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    • Key Log Accountability
    • Licensing Process
    • Mission Retail
    • New Users (Newbook & Venmo Sumo)
    • Onsite Cash Handling
    • Property Expense Approval Process
    • Property Inspection Report
    • Requesting SSC Certificate of Insurance to Vendors
    • Purchase Order (Store)
    • Receiving/Finalizing Purchase Order
    • Regional Property Inspections
    • Registered Sex Offender
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  • Maintenance
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    • Jumping Pillow
    • Lock Out Tag Out
    • Off Season Energy Conservation!
    • Pre-Arrival Site Check
    • Post Departure Site Check
    • Pre-Operational Inspections
    • Propane
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    • Riverside Retros
  • Front Desk/Housekeeping
    • End of Shift Cash Closing
    • Arcade Reimbursement
    • Golf Cart
    • Binocular Rental
    • Bounced Check Collection
    • Employee Discount
    • After Hours Check In - W/ & W/out Reservation
  • Safety/Guest Interaction/IT
    • Arcade Reimbursement
    • Blocked Guest
    • Chemical Storage
    • De-Escalating Upset Guest
    • Google Review Cards
    • Managing Impaired Guest
    • Safety Data Sheets
    • Spam Email Anatomy!
Property Management
  • Table of Contents
  • 2025 Checklists & Guidelines
  • 2025 Seasonal Sales Process
  • Quick Access Links
    • Support Numbers
  • GM Operations
    • Annual Inspections
    • Campground Sign Replacement
    • Camp Store Best Practices
    • CapEX Process & Oversight
    • Constellation of Success
    • Contractor Waiver of Liability
    • Cosmic Camper Referral Program
    • Cosmic Cleaning Checklist
    • Day Passes
    • Equipment and Vehicle Oversight
    • Field Level Property Inspections
    • Guest Experience
    • Guest Referral Program
    • How to Test WIFI
    • Incident Reporting
    • Issuing Refunds Via Check
    • Key Log Accountability
    • Licensing Process
    • Mission Retail
    • New Users (Newbook & Venmo Sumo)
    • Onsite Cash Handling
    • Property Expense Approval Process
    • Property Inspection Report
    • Requesting SSC Certificate of Insurance to Vendors
    • Purchase Order (Store)
    • Receiving/Finalizing Purchase Order
    • Regional Property Inspections
    • Registered Sex Offender
    • Sage - Master Chart of Accounts
    • Seasonal Rate & Implementation
    • SSC Photo Guide
    • Startle Music Service
    • Weekly Accounting Process
    • VenueSumo
      • Training Videos
  • HR
  • Marketing
    • 2025 Themed Months
    • Birdeye
    • Social Media Posting
  • Communication
    • After Hour Phone
    • Communication Flow
    • SSC Call Flow Process & Policy
    • SOP Roll Out Process
  • Maintenance
    • Electrical
    • Jumping Pillow
    • Lock Out Tag Out
    • Off Season Energy Conservation!
    • Pre-Arrival Site Check
    • Post Departure Site Check
    • Pre-Operational Inspections
    • Propane
    • Pool
    • Riverside Retros
  • Front Desk/Housekeeping
    • End of Shift Cash Closing
    • Arcade Reimbursement
    • Golf Cart
    • Binocular Rental
    • Bounced Check Collection
    • Employee Discount
    • After Hours Check In - W/ & W/out Reservation
  • Safety/Guest Interaction/IT
    • Arcade Reimbursement
    • Blocked Guest
    • Chemical Storage
    • De-Escalating Upset Guest
    • Google Review Cards
    • Managing Impaired Guest
    • Safety Data Sheets
    • Spam Email Anatomy!
  • More
    • Table of Contents
    • 2025 Checklists & Guidelines
    • 2025 Seasonal Sales Process
    • Quick Access Links
      • Support Numbers
    • GM Operations
      • Annual Inspections
      • Campground Sign Replacement
      • Camp Store Best Practices
      • CapEX Process & Oversight
      • Constellation of Success
      • Contractor Waiver of Liability
      • Cosmic Camper Referral Program
      • Cosmic Cleaning Checklist
      • Day Passes
      • Equipment and Vehicle Oversight
      • Field Level Property Inspections
      • Guest Experience
      • Guest Referral Program
      • How to Test WIFI
      • Incident Reporting
      • Issuing Refunds Via Check
      • Key Log Accountability
      • Licensing Process
      • Mission Retail
      • New Users (Newbook & Venmo Sumo)
      • Onsite Cash Handling
      • Property Expense Approval Process
      • Property Inspection Report
      • Requesting SSC Certificate of Insurance to Vendors
      • Purchase Order (Store)
      • Receiving/Finalizing Purchase Order
      • Regional Property Inspections
      • Registered Sex Offender
      • Sage - Master Chart of Accounts
      • Seasonal Rate & Implementation
      • SSC Photo Guide
      • Startle Music Service
      • Weekly Accounting Process
      • VenueSumo
        • Training Videos
    • HR
    • Marketing
      • 2025 Themed Months
      • Birdeye
      • Social Media Posting
    • Communication
      • After Hour Phone
      • Communication Flow
      • SSC Call Flow Process & Policy
      • SOP Roll Out Process
    • Maintenance
      • Electrical
      • Jumping Pillow
      • Lock Out Tag Out
      • Off Season Energy Conservation!
      • Pre-Arrival Site Check
      • Post Departure Site Check
      • Pre-Operational Inspections
      • Propane
      • Pool
      • Riverside Retros
    • Front Desk/Housekeeping
      • End of Shift Cash Closing
      • Arcade Reimbursement
      • Golf Cart
      • Binocular Rental
      • Bounced Check Collection
      • Employee Discount
      • After Hours Check In - W/ & W/out Reservation
    • Safety/Guest Interaction/IT
      • Arcade Reimbursement
      • Blocked Guest
      • Chemical Storage
      • De-Escalating Upset Guest
      • Google Review Cards
      • Managing Impaired Guest
      • Safety Data Sheets
      • Spam Email Anatomy!

Property Expense Approval Process

Property Expense Approval Process 

Summary 

It is critical that we operate our properties efficiently and in a cost-effective manner. It is the GMs (general managers) responsibility to oversee

the expenses at their property. GMs are expected to take a commonsense approach to this task. The following SOP covers the approval levels for

each Management role within the Spacious Skies Organization and the process for escalating expense requests outside of an individual's approval level. 


STOP!  All levels of management must be immediately notified of any emergency repairs needed at the property over $1,000.

  • GM Notifies RM 

  • RM Notifies DOO   

  • DOO notifies CEO and Director of Finance 

Best Practice

At no time should an expense request or payment occur without the GM’s knowledge regardless of the value. GMs will reference their annual operating budgets as well as the profit and loss of the property when making decisions pertaining to spending money.  

·      

  • Preferred Vendor Pricing 

    • We believe in utilizing local vendors and businesses. 

      •  All properties should have a list of preferred vendors 

      • Pricing from these vendors should be checked frequently to ensure that we are receiving the best rates available for work being

performed onsite 

Approval Levels 

·      

  • General Manager $500.00 

o   Authorized to approve all expenses up to $500.00   

  • Regional Manager - $1,000.00 

o   Authorized to approve all expenses between $501 and $1,000 ·      

  • Director of Operations - $5,000 

o   Authorized to approve all expenses between $1,001 and $5,000 ·      

  • CEO

– Approves all expenses above $5,000 

 

Process for Expense Escalation 

·      

  • All expenses up to $500.00 - GM may approve. No further action needed  

  • All expenses $500+ 

o   GM sends a request and recommendation email to the RM  

o   $501 - $1,000 – RM may review and approve. No further action is

necessary ·      

  • All expenses $1,001 - $5,000  

o   RM reviews and forwards to the DOO with recommendations 

o   DOO may approve. No further action necessary ·      

  • All expenses $5,001+ 

o   DOO reviews and forwards to the CEO with recommendations 

·   

Expense Escalation Email Template 

·      

All bids are attached to an email  

o   Subject Line of email should read “Project Name/Campground Short Code/Approval Needed” 

o   Body of email should contain the following: 

  •   Brief description of the expense 

  • Amount of money budgeted for the expense 

·      Please provide a note if this is an unbudgeted expense 

  •  If vendors are being used: 

    • Bullet point of each vendor name and price

    • Recommendation by the General Manager of which bid to accept and why. 

o   Regional Manager will review bids and provide final approval 

  • If the project is above the RM’s approval limit, the request will be forwarded to the Director of Operations. 

o   The Director of Operations will review bids and provide final approval. 

  •  If the estimate is above DOO’s approval limit, the request will be forwarded to the CEO for final approval. 

 

 

 

 

Large Repair Projects (Over $1k) 

We require that all large repair or projects be sent out for bid. All requests should be initiated by the General Manager.

The following is the process that should be followed when gathering and submitting estimates for work. 


Developing the Scope of Work 

The General Manager should work with their Project Manager and vendors to develop a clearly defined scope of work for the project 

o   Scope of work should include the following:

  • Specifics about the work to be performed 

  •  Proposed start date 

  •  Proposed completion date 

  • Any applicable requirements i.e. permits etc. 

Bidding Process 

·      

  • Identify and contact local vendors to bid on the project 

  • Schedule on-site meetings with the vendor to assess and then discuss the scope of work 

  • Provide the vendor with a due date for all bids 

Bid Selection 

The General Manager will review all bids received and determine the following:

o   Ensure there is a clear scope of work in all bids. 

o   Prepare a recommendation for whom should be awarded the work based

upon: 

  •  Pricing 

  •  Start and Completion Dates 

  • Vendor Reputation 

Final Approval Process 

Once bids have been received and review process is complete the General Manager will submit all bids to their Regional

Manager for review and final approval using the following process: 

·      

  • All bids are attached to an email  

o   Subject Line of email should read “Project Name/Campground Short Code/Approval Needed” 

o   Body of email should contain the following: 

  •  Brief description of the project 

  • Amount of money budgeted for the project 

  •   Bullet point of each vendor name and price 

  • Recommendation by the General Manager of which bid to accept and why. 

o   Regional Manager will review bids and provide final approval 

  • If the project is above the RM’s approval limit, the request will be forwarded to the Director of Operations. 

o   The Director of Operations will review bids and provide final approval. 

  • If the estimate is above DOO’s approval limit, the request will be forwarded to the CEO for final approval. 


Vendor Notification and Construction Agreements (if applicable) 

Once final approval has been received the following will occur: 

·      

  • Vendors should be notified of the decision. 

  • General Manager must ensure that the selected vendor is set up as an approved vendor in our A/P system following the New Vendor Set Up

                    Process. 

  • ·General Manager works with HQ to: 

o   Prepare company approved construction agreements 

o   Is responsible for oversight on the delivery of agreements to the vendor 

o   Is responsible for follow-up to ensure receipt/delivery of fully executed agreements back to HQ. 

o   Ensure that lien waivers are received at or prior to delivery of final payment to vendor 


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