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I. OBJECTIVE
1. To provide guidelines on the process of securing gate pass or clearance to go
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Official gate pass with serial nos. shall be used when taking out items/materials from the company premises. Warehouse and Commissary in-charge should monitor the usage of gate pass by their staff. They must log the serial no. in the logbook with their signature for security purposes.
For head office staff, they can request the serialized gate pass from HR Department and must log the serial no. in the logbook with their signature for security purposes. HR staff is the only one authorized to release the serialized gate pass.
All employees must completely fill-up the gate pass form if they will bring any company property (e.g. van, motorcycle, equipment, accessories, product, supplies, etc.) outside the company premises.
• For items found inside the warehouse, make sure it has Warehouse Issuance Slip signed by Logistics Officer.
• For contractors, they must also secure a Pull-Out form, 24 hrs. before the date of pull-out. Pull-out form must be approved by the CEO. If the CEO is not around, Purchasing personnel must call CEO for approval. Once approved, Purchasing must sign the pull-out form.
The gate pass form must be approved by their immediate superior. Immediate superior must make sure that he has fully checked the items to be brought outside the company premises. HR personnel must sign the gate pass before allowing the items to be taken out. One (1) copy (original) should be given to the guard on duty and duplicate copy to the employee. Guard on duty must check the item/s written in the gate pass vs. the actual item/s to be taken out from the company premises. If the items are correct, guard on duty must sign the gate pass.
• For contractors, guard on duty must make sure that no wood, stones, iron, steel and wires are brought outside the company premises. He must also check the list of equipments declared by the contractor.
Guard on Duty should consolidate all gate pass everyday and it must be submitted to HR Dept. at exactly 5pm with receiving logbook indicating the names of employees and serial nos. used for the day.
IV. PROCEDURE FLOWCHART
Flowchart Title
Gate Pass or Clearance to Go
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Gate Pass
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