GATE PASS SYSTEM

1. Objective

To ensure control and proper accounting of all hotel and equipment which will brought out of the premises.

2. Scope

HODs/All Security Personnel/All Staff

3. Policy

All hotel/items being brought out of the premises shall be covered by duly signed Gate Pass.

· All gate passes shall be signed by the Department Manager concerned and approved by the : Financial Controller or the General Manager/Residence Manager and countersigned by the Duty Security Officer.

· Items that can be taken/pulled out of hotel without a gate pass are as follows:

a/ If the item/Hotel/equipment of the contractor, concessionaire, supplier, and hotel staff where brought inside the premises and are properly logged/recorded in the Security receiving logbook. After thorough verification from available records that the item being brought out is one and the same as previously recorded.

b/ Trash or spoiled items for disposal after passing through security’s rigid garbage inspection.

c/ Items returned to suppliers after authentication and approval by the Department Head concerned, pullout request by the company should be given to the Security Department.

4. PROCEDURES

· All Gate Pass (GP) are pre – numbered and controlled and this is done by Finance Department.

· Departments shall secure necessary gate pass from the Finance Dept. before any item shall be brought out of the premises. GP shall be issued only at the time it will be used.

· GP must be completely filled up by the Department concerned and reference should be indicated (i.e. purchase request, number, ) for tracing and verification. Reason for pullout must likewise be indicated.

· GP shall be noted by the Department Manager concerned and approved by the General Manager and verified by the Security Officer on Duty.

· After securing the required approval, the item/s shall be checked by the guard on duty, log item/s that will be taken out, and initial said document.

· Gate Pass form shall be accomplished in duplicate; original copy shall be retained by the Security Office and filed accordingly.

· Duplicate copy will be returned to Finance Department for their file and reference.

· Any returned item shall have to pass the Finance Department. Corresponding Receiving Report prepared by Finance with specific notations that these are properties of FLC Resort previously taken out for repairs or some other reasons.