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Gate Pass

Control of Hotel Assets / Operating Equipments

OBJECTIVE

For control of the Hotel's assets and operating equipment to be taken out either for good or for a temporary period.  Items that belong to guests of which the company has a temporary custodian right also fall into this category.

No assets and operating equipment of the Hotel are to be taken out without a copy of the accompanied gate pass for presentation to Security.

INTERNAL CONTROL

Numerical sequence of the gate pass for each Department is centrally controlled by Security.

Gate pass form consists of 3 copies as follows:-

 

1st copy (white) - Security

2nd copy (yellow) - Bearer

3rd copy (blue) - Department concerned

 

Department / Division Heads are authorised to sign gate pass for the following items:-

 

Items for repair / on loan which will be returned to Departments concerned.

 

Items returned to suppliers or contractors and / or items delivered to outside warehouse for storage.

 

Gifts from guests or lost and found items.

 

For scrap sale and disposal of obsolete items, gate pass can only be approved by the Area Controller - HK.

INTERNAL CONTROL  (cont’d)

Loan and Repairs

It is the responsibility of the Division / Department Heads to ensure that all goods and equipment sent out for repairs / on loan are returned.  Upon receipt of these items, Division / Department Heads concerned have to inform Security and countersign on the original copy of the gate pass (Security) as evidence of receipt then pass to Security for record purpose.

Accounts have to be informed on goods and equipment not returned and if charges need to be raised.

 

Outside Catering

Banquet service to prepare a list of equipment to be taken out to Stewarding.

 

The above list of equipment should be attached to the gate pass for presentation to Security.

 

Equipment returned according to the date stated has to be checked by Stewarding who then countersign on the original copy of the gate pass as evidence of receipt and pass to Security for record purpose.  Any discrepancies or damages must be reported Banquet Service and Catering Manager.  Accounts should also be informed in order to assess the loss / damages for accounting of fixed assets or for billing to whoever borrowed them.

 

If the equipment is not returned on the date specified, Stewarding MUST on the same day alert the Division / Department Heads concerned.

 

All items taken out must be returned to the same place / department.

PROCEDURE

 

Gate pass booklets are under the control of Security.  Each department has to obtain the booklet from Security and is responsible for the control of its own gate pass booklet.  Any void or cancelled gate passes should passed to Security for record purpose.

PROCEDURE   (cont’d)

 

Gate pass has to be completed in full with detailed descriptions and serial numbers where applicable.

 

Gifts from guests:

Staff to obtain note from guest concerned and obtain the gate pass from relevant authorised signatory.

 

First and second copies of the gate pass to be given to person taking the goods.

 

First copy of the gate pass to be surrendered at Security.

 

Security to check and verify the items to be taken out.  If items do not agree as stated on the gate pass, to hold goods and person until clarification has been obtained from person who authorised the gate pass.

 

Security to ensure that only the Division / Department Heads can authorise the gate pass.

 

Security officer who has been checking the items to sign on the gate pass.

 

For goods and equipment on loan or sent out for repairs or outside Catering, Security to record the gate pass details on a log book.  When goods and equipment are returned, Division / Department Heads concerned have to inform Security and countersign on the original of the gate pass and send to Security for record purpose.  Security to follow up on a monthly basis those items not yet returned.

 

Security to account for the numerical sequence of the gate pass for each department on a monthly basis.  Any missing number should be supported by a void or cancelled gate pass or confirmed by the Department Heads concerned as unused.

 

Accounts to review all original copies of the gate passes on a monthly basis.


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