Inventory: Emergency Store Issue

Objective ：

Emergency requisitions are discouraged, as Department Head are required to plan their inventory needs on a regular basis. However, in view of not jeopardizing the hotel’s operations, emergency requisitions are accepted but to be minimized at all cost.

Procedure ：

1. Emergency requisitions during store operation hours

1. The store requisitions form must be completed and duly signed by the requestor and Department Head (or in his/her absence, his/her designated representative).

2. The store supervisor/clerk will stamp the store requisition form as ‘emergency requisitions’ before issuing the items listed in the form.

3. When the items have been completely issued, the issuer and receiver must sign the form as a form of acknowledgement of the goods received.

2. Emergency requisition after store operation hours

• Follow step (1.1) above.

• After operation hours, the Manager/Executive on Duty (MOD or EOD whichever is   applicable) is assigned with the security personnel to enter the store to issue the requisition together with the requestor.

• The key(s) kept at the security office in sealed envelope must be witnessed by the MOD/EOD during the opening of the envelope. The MOD/EOD will sign as the key(s) requestor, whereas the security office will sign as the issuer in the Key Control logbook.

• When the items have been issued, step (1.3) above is to be followed. The issuer in this instance is the MOD/EOD. The security officer will be the witness and he’s also required to counter-sign in the store requisitions form as the witness.

• When the key(s) of the store is returned to the security office, a new envelope must be used to seal the key(s) and signed on the flap of the envelope by the MOD/EOD. The Key Control logbook must be correspondingly updated.

• The store requisitions form will be deposited into a box outside the store, which would be processed by the store supervisor/clerk on the next working day.

• Before processing the emergency requisitions, the store supervisor/clerk will stamp the form as ‘emergency requisitions’.

3. At the end of each accounting period, the store supervisor is required to list out emergency requisitions by departments and amount for the Director, Finance & Business Support to be perused.

The above policy will be reviewed periodically and may be revised, amended or changed accordingly.

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