Gate Pass

Objective ：

As managers, we are the custodians of our owner’s properties and henceforth must take the necessary precautions to protect them from being lost or damaged. We must therefore ensure that any properties removed out of the hotel premises for whatever reasons, e.g. for repairs, disposal, etc. be properly documented to ensure proper control over them.

Henceforth, any items being taken out of the hotel premises must have a gate pass for security inspection.

Procedure ：

1. Any individual (staff, contractors or any assigned person) who wishes to take an item(s) out of the hotel must complete the gate pass (Provided by Security) and must be approved by the responsible department head.

2. When the individual leaves the hotel premises, he/she must present the gate pass and the item(s) for security inspection. Please note that the only exit permissible is at the staff Security Check-point. Any individuals leaving the hotel premises with items and gate pass at other exits are deemed to be smuggling the items out of the hotel. Stern disciplinary actions may be taken against such individuals as per the employee handbook.

3. After inspection and if everything is cleared, the Security Personnel will retain the gate pass for record purposes. 

4. Should the item(s) be for the purpose of repairs or services and is to be returned, it must be clearly stated in the gate pass and the tentative return date.

5. In such instances, the Security Department must keep a separate file to monitor these gate passes. On the other hand, item(s) taken out of the hotel for good, the gate pass must be filed for future references by the Security Department.

6. Any outstanding gate passes, i.e. items still not returned after the tentative return dates must be highlighted to the department heads concerned to follow up.

7. Should any of items be outstanding for more than a month, they must be highlighted to the General Manager, Hotel Manager and Director of Finance & Business Support for their attention and further action.

8. Items returned back must be inspected by the Security personnel to verify the authenticity of the items received. Receiving clerks receiving any such items at the receiving bay are henceforth required, to re-channel them to the staff Security Check-point.

Regardless if department head is aware or otherwise, any items taken out without a gate pass, the onus of responsibility is on the department head concerned. Kindly therefore disseminate this policy & procedures to all your staff.