Financial Transactions Policy
Written by Artyom Meltonyan
Updated at September 1st, 2025
PURPOSE
The purpose of this policy is to define the guidelines and procedures for handling financial transactions related to landlord accounts for properties managed by Deluxe Holiday Homes.
SCOPE
This policy applies to all employees, contractors, and agents involved in financial transactions within the landlord support department. It covers the processing of rental proceeds, maintenance expenses, utility bills, and any other financial transactions.
DEFINITIONS
| Term | Description |
| Rental Proceeds | The amount paid to landlords |
| Maintenance Expense |
Costs incurred for the upkeep and repair of the rental property.
|
| Utility Expense | Charges for essential services such as water, electricity, internet subscription, service charge and gas. |
ROLES AND RESPONSIBILITIES
| Responsible | Description |
| Landlords | Responsible for providing accurate information about their properties, adhering to contractual agreements, and collaborating with Deluxe Holiday Homes to optimize property performance. |
| Owner Support Team |
Address any financial queries or concerns raised by landlords. Coordinate with the finance department to reconcile discrepancies. |
| Finance Team | Finance team will be responsible to release the funds to the Owner Via Online Transfer/Cash Cheque during the payout cycle. |
POLICY
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Accuracy and Transparency:
- All financial transactions must be accurately recorded and transparently documented.
- Any errors or discrepancies in financial records must be promptly addressed and rectified.
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Timely Payments:
- Payout should be disbursed to landlords within the specified timelines outlined in the service agreements.
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Compliance:
- Financial transactions must comply with relevant legal and regulatory requirements.
- Any changes to financial policies or procedures must be communicated to all relevant stakeholders.
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Confidentiality:
- Financial information pertaining to landlords, tenants, or the company must be kept confidential and only shared with authorized personnel on a need-to-know basis.
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Record Keeping:
- Accurate records of all financial transactions must be maintained for audit purposes.
- Records should be stored securely and accessible only to authorized personnel.
POLICY REVIEW
The Financial Transaction Policy shall be reviewed annually by the relevant stakeholders. The review process shall assess the effectiveness and relevance of the policy in achieving its objectives.