AH OPS SOP 801-0 - Repairs & Maintenance (R&M) expenses
SOP#:
OPS SOP 801-0
Effective Date:
4-20-2026
Revision Date:
Department:
Operations
Category:
Engineering/Capital Strategies
Version #:
1.0
Scope:
Standard Operating Procedure for Engineering Expense and Capital Management
Policy All Repairs & Maintenance (R&M) expenses must be properly planned, approved, and documented to ensure financial visibility, budget compliance, liability protection, and the safe and reliable operation of hotel assets. Purchase Orders (POs) are required to maintain fiscal discipline and vendor accountability.
Procedure
1. Purchase Order Requirements a. All R&M expenses must have an approved Purchase Order (PO) prior to execution of work or commitment of expense. b. Emergency work required to protect assets, ensure operational readiness, or maintain occupant safety may proceed immediately; a PO must be submitted within 24 hours. 2. Recurring Expenses a. All recurring expenses must have a PO in the system by the 1st of the month the expense will occur. b. New recurring expense line items must be requested via coupatickets@atriumhospitality.com. c. The following recurring expenses do not require a PO: Utilities, Fintech, Contract Labor, Brand Invoices, Union Fees, System Expense – Food & Beverage, System Expense – Rooms, System Expense – Sales. 3. Financial Governance a. Weekly Bolt Deliverables meetings must include R&M financial review, budget trend analysis, PO review, and invoice validation. b. Monthly CAPEX financial reviews must be conducted using NOAH reporting 4. Expense-Specific Controls a. Elevators: KONE is the national vendor. All invoices must be reviewed by Lerch Bates. RDOF determines CAPEX classification and urgency. GMs ensure deferred inspections are budgeted in future years. b. Fire Alarms: JCI must be used for inspections. Competitive bids should be obtained for repairs. RDOF assists with scope phasing and CAPEX determination. c. Drain Cleaning: On-site equipment must be utilized before outsourcing services. d. Water Leaks: Pro-Press equipment must be used within trained pipe-size limits; additional training may be coordinated through the RDOF. e. Laundry Equipment: Chiefs must leverage internal diagnostics and RDOF-supported resources before engaging outside labor. 5. Other / References a. Financial Systems: NOAH (CAPEX), Profit Sword (R&M) b. Preferred Vendors: KONE (Elevators), JCI (Fire Alarms), Centimark (Roofing), Nalco (Water Treatment), c. Dorma Kaba (Locks), Trane / Carrier / Daikin (Mechanical). d. Support Resources: Regional Directors of Operations & Finance (RDOF) and Engineering Leadership .
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