Property Visit 2012

• Audit Title

• Document No.

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

Employee Relations

• Is an Employee Appreciation program in place to celebrate performance? <br>

  Yes

  No

  N/A

• Is an employee referral program in place (posted, utilized, employees are aware of the program)? <br>

  Yes

  No

  N/A

• Has New Hire Orientation training (per the portal) been administered to all new employees within 2 weeks of employment? <br>

  Yes

  No

  N/A

• Are all staff members in correct uniform with nametags, and groomed in accordance to employee handbook standards ?<br>

  Yes

  No

  N/A

• Is the GM in professional attire and groomed according to standards? <br>

  Yes

  No

  N/A

• Are schedules posted for all staff members and management? <br>

  Yes

  No

  N/A

• All in-house open position are posted and the postings contain the following: Position title, description of duties, name of hiring manager and are company wide open positions posted.<br>

  Yes

  No

  N/A

• Is the current Pillar Talk posted for all employees to view? <br>

  Yes

  No

  N/A

• Is the Pillar Management Philosophy Posted? Community, Culture, Consistency, Communication. <br>

  Yes

  No

  N/A

• Is the Balanced Scorecard completed for this property and accessible?

  Yes

  No

  N/A

• Review the latest AOS Survey and discuss action items. Score: __________ (Clear/Green = 1) <br>

  Yes

  No

  N/A

QA & GSS

• Is hotel clear or better on most recent franchise QA? Score: ___________ <br>

  Yes

  No

  N/A

• Are all deficiencies/critical items as stated on action/success plan from last Franchise QA complete? <br>

  Yes

  No

  N/A

• Is hotel clear or better on franchise guest satisfaction rating system? Score: __________ <br>

  Yes

  No

  N/A

• If hotel is yellow or red, is an action plan completed to increase hotel performance? <br>

  Yes

  No

  N/A

• Has a Mock QA been completed for this property in the past 3 months? <br>

  Yes

  No

  N/A

• Are guest comment cards/satisfaction ratings posted for staff to view? <br>

  Yes

  No

  N/A

• Are franchise QA and Guest Satisfaction goals communicated to staff? <br>

  Yes

  No

  N/A

• Review last months comments/complaints. Have all issues been resolved/responded to? <br>

  Yes

  No

  N/A

• Does hotel have Guest Appreciation/recognition program in place? <br>

  Yes

  No

  N/A

• Is this hotel meeting brand requirements for loyalty program Enrollments?

  Yes

  No

  N/A

• Are documented daily huddles conducted? <br>

  Yes

  No

  N/A

Redbook/Bluebook - Communications

• Are all emergency phone numbers up to date? <br>

  Yes

  No

  N/A

• Is the Pass On or Communication between Shifts Log in use? (Review previous 30 days) <br>

  Yes

  No

  N/A

• Is the Guest Service Recovery Log in place and up to date with management follow-ups? <br>

  Yes

  No

  N/A

• Is the Call Back Program in place? <br>

  Yes

  No

  N/A

• Is the Wake Up form being utilized and reviewed daily? <br>

  Yes

  No

  N/A

• Is Key Sign out Log being used & up to date? (Review previous 30 days) <br>

  Yes

  No

  N/A

• Are Property Walks documented? (Review previous 30 day) <br>

  Yes

  No

  N/A

• Are Room Attendant MPR's being tracked daily? <br>

  Yes

  No

  N/A

• Are Special Projects or Cleaning being assigned to housekeeping daily? <br>

  Yes

  No

  N/A

• Are Lost and Found items logged when found and when disposed of? Ask whoever is in charge to find an item on the log (within the 90 day guideline).<br>

  Yes

  No

  N/A

• Is a daily room reconciliation report prepared showing rooms sold the prior night to rooms cleaned the next day and signed by the Front Office Manager and Executive Housekeeper?<br>

  Yes

  No

  N/A

• Are documented GM room inspections available to view? <br>

  Yes

  No

  N/A

AR - Accounts Receivable

• Do City ledger files contain organized backup (including folios, banquet/F&B checks, rooming lists, vouchers if required) for all outstanding accounts?<br>

  Yes

  No

  N/A

• Are collection efforts documented for all accounts and are follow-up calls made within 10 days of billing, with the exception of Expedia, Travelocity and Airline accounts)<br>

  Yes

  No

  N/A

• Are credit applications completed, approved (by GM or Controller) and on file for all direct bill accounts prior to arrival? Credit applications over $15,000 must be approved by Area Director. Direct bill accounts over 25k must be approved by Director of Accounting. ONLY APPLICABLE FOR THOSE ACCOUNTS ESTABLISHED AFTER JUNE 1ST.<br>

  Yes

  No

  N/A

• Are all accounts over six months old written off? Are all write-offs approved by the area director? Are write-offs over $5,000 approved by Director of Accounting?<br>

  Yes

  No

  N/A

• Do all written off folios/invoices match the YTD Bad Debt in audit? <br>

  Yes

  No

  N/A

• Are A/R invoice matched with support and billed within 2 business days of checkout, or, for long term guests, when balance reaches $1,000.00<br>

  Yes

  No

  N/A

• Is the A/R aging free of any unresolved credit balances in excess of thirty days? <br>

  Yes

  No

  N/A

• Are credit meetings held at least monthly and include GM, Accounting and Sales (and others deemed necessary) and are minutes taken?<br>

  Yes

  No

  N/A

• Are Guest Ledger master/house accounts checked out at the end of the function and settled appropriately? <br>

  Yes

  No

  N/A

• Are open A/R files balanced to the detailed aging monthly? Does the GM or Designate sign off and retain aging?<br>

  Yes

  No

  N/A

• Are the original checks received in the mail by someone independent of A/R and GC, included on a check log, endorsed and taken directly to the drop safe and dropped as any other cashier deposit daily?<br>

  Yes

  No

  N/A

• Are A/R checks received at the hotel included in the next day's deposit and applied to the correct invoices? <br>

  Yes

  No

  N/A

Cash Handling & CC Recon

• Is current shift checklist being used? <br>

  Yes

  No

  N/A

• Is proper cash drawer balancing system being used? (Shift Reconciliation) <br>

  Yes

  No

  N/A

• Is the cash drawer balanced? (Count cash drawer with GM) If no, why? <br>

  Yes

  No

  N/A

• Are all bank deposit receipts for the last 2 week accounted for according to NA Report and do the totals match? <br>

  Yes

  No

  N/A

• Is GM going to bank on a daily basis? <br>

  Yes

  No

  N/A

• Are all chargeback retrieval requests being responded to? (verify filing system exists) <br>

  Yes

  No

  N/A

• Is the Manager's bank balanced and proper documentation for all cash in/out available while inspected? <br>

  Yes

  No

  N/A

• Are credit card batches balanced to PMS and POS and transmitted daily? <br>

  Yes

  No

  N/A

• If property uses petty cash; are petty cash transmittals completed and approved by the General Manager timely? <br>

  Yes

  No

  N/A

• Are all cash and checks secured under lock at all times? Cashier banks locked and keys secured at all times? <br>

  Yes

  No

  N/A

• Is the safe opened with a witness who signs the drop log after recording the number of drop envelopes removed? <br>

  Yes

  No

  N/A

• Are overages/shortages documented on an over/short log by employee by month, with any variance over $10 resolved. For any unresolved variance are coaching and counseling one-on-ones documented<br>

  Yes

  No

  N/A

• Is the hotel only accepting checks for: Advance deposits, direct bill, and franchise reward program customers? <br>

  Yes

  No

  N/A

• Is a surprise audit of all banks done at least monthly and does the person responsible for the general safe verify the safe at least daily? Are these audits documented on individual count sheets and signed by counter and witness?<br>

  Yes

  No

  N/A

• If used, are rotating cashier banks counted and signed by both the incoming and outgoing cashier? <br>

  Yes

  No

  N/A

• Are banks free of IOU's, checks or other markers used for cash? <br>

  Yes

  No

  N/A

• Are all checks photocopied prior to deposit to the bank? <br>

  Yes

  No

  N/A

• Does each employee with bank have an approved bank contract? Is the General Cashier's original contract for the entire amount of house banks and the main safe fund?<br>

  Yes

  No

  N/A

• If property uses petty cash; are petty cash transmittals completed and approved by the General Manager timely? <br>

  Yes

  No

  N/A

• Purchasing card transactions - If the hotel is acquiring gift cards as part of packages: 1) Are the gift cards stored in the safe until used 2) are the gift cards reconciled 3) does the hotel track the folio #s where the gift card is used.<br>

  Yes

  No

  N/A

• Is the removal of money from washer/dryers and vending machines collected and documented on collection sheets? Is the removal done in the presence of a witness? <br>ONLY APPLICABLE TO HOTEL OWNED MACHINES<br>

  Yes

  No

  N/A

• For Gas purchases - Is a log completed with the receipts attached and reviewed by GM for reasonableness of mileage driven vs. gas purchased? FOR PROPERTIES WITH VANS<br>

  Yes

  No

  N/A

Tax Exempt & Recon

• Is sufficient documentation of tax exempt sales filed with the reconciliation (including folio's and proof of exemption status)?<br>

  Yes

  No

  N/A

• Is the tax exempt report within the $100 discrepancy limit? <br>

  Yes

  No

  N/A

• Ask for a copy of the current tax law. Can they be located? <br>

  Yes

  No

  N/A

• Ask a GSA to explain the tax exempt qualification. Can they correctly explain them? <br>

  Yes

  No

  N/A

• Using last night's audit, view the tax exempt report and verify that all names on the report have supporting documentation on file. Do all current in-house guests have documentation to support tax-exempt status?<br>

  Yes

  No

  N/A

• Is tax exempt documentation sent monthly to corporate office? On the 15th of each month for the mid-month review? <br>

  Yes

  No

  N/A

• Are taxes reconciled with no significant variances on a daily basis and corrected within 3 days? <br>

  Yes

  No

  N/A

AP - Accounts Payable & Night Audit Reports

• Are all in-house guest folios current and accurate? (Check for balances >$500 for limited service hotels, >$1000 for extended service hotels, No LTS rate codes and Marriott Rewards rates accurate.)<br>

  Yes

  No

  N/A

• Are complimentary rooms and out-of-order rooms reviewed by GM within 5 business days and documented as to reasons and filed with the daily work packet?<br>

  Yes

  No

  N/A

• Are all house accounts free of miscellaneous balances and are they being adjusted off daily? <br>

  Yes

  No

  N/A

• Are house folios in the guest ledger adjusted against revenue at least on the 15th and 30th of each month? (i.e. admin. calls, A&P meals, etc.)<br>

  Yes

  No

  N/A

• Does the Property Audit pack and Daily Report include all required reports including bank-stamped deposit tickets. <br>

  Yes

  No

  N/A

• Are long distance phone charges posting correctly? <br>

  Yes

  No

  N/A

• Is income from ALL sources balanced to supporting documentation each night, including food & beverage(to POS), movies (to movie system report).<br>

  Yes

  No

  N/A

• Is brand rewards program revenue posted weekly; or a minimum of monthly?

  Yes

  No

  N/A

• Is GNS posted daily from the PMS Report? <br>

  Yes

  No

  N/A

• Are all adjustments/allowances documented, with vouchers and folios, and signed by the appropriate supervisor and then reviewed and approved by the Controller and/or GM within 5 business days?<br>

  Yes

  No

  N/A

• Are paid out vouchers signed by guest along with explanation and reviewed by GM and/or Controller? <br>

  Yes

  No

  N/A

• Are "checked out with balance" folios reviewed and cleared within 3 days? Check "O" status if applicable. <br>

  Yes

  No

  N/A

• Are advanced deposits refunded or adjusted to guaranteed no show revenue if guest arrival dates have passed (at a minimum within 30 days)?<br>

  Yes

  No

  N/A

• Is the guest ledger free of any unresolved credit balances in excess of thirty business days old? <br>

  Yes

  No

  N/A

• Can the hotel staff access full credit card numbers through the hotels PMS system? If so, is this capability only limited to the GM and AGM.<br>

  Yes

  No

  N/A

• Are any imprints, copies or any other duplication of credit cards being done at your property? Are there any documents that contain the entire credit card number?<br>

  Yes

  No

  N/A

• Are credit card authorization forms faxed to the accounting or gm's office and secured? Does the hotel allow the customer to email the authorization form?<br>

  Yes

  No

  N/A

• Is the staff verifying name on credit cards with photo identification? <br>

  Yes

  No

  N/A

• Is the hotel documenting and securing credit cards that are left behind by guests? <br>

  Yes

  No

  N/A

• Does the hotel prohibit employee cell phones at any location in which credit card transactions occur? <br>

  Yes

  No

  N/A

Financial Processes

• Is the Birchstreet Checkbook being to manage expenses daily/weekly/monthly? Gm should be able to show. <br>

  Yes

  No

  N/A

• Is TM1 being utilized a minimum of weekly both for revenue and expense line items? What is this properties % of accurate forecasting for the most recent month?

  Yes

  No

  N/A

• Are all invoices coded weekly, copies available on property and forwarded to corporate weekly? <br>

  Yes

  No

  N/A

• Are documented inventory counts being done monthly? (Review last 2 months and attach to review) <br>

  Yes

  No

  N/A

• Is this property meeting the company expectation for Matching PO's? <br>Result from last 3 months: _____ _____ _____<br>

  Yes

  No

  N/A

• Is this property up to date on entering all vendors as SOTF's and are they approved? <br>

  Yes

  No

  N/A

• Is this property meeting the company expectation for Avendra IMPACT Scoring? <br>Results from last 3 months: _____ _____ _____<br>

  Yes

  No

  N/A

• Does the GM have a login for MyAvendra and do they have an understanding of how to review the months reports? <br>

  Yes

  No

  N/A

HR & Payroll

• Is a Time Log With Employee Signature being run every time paychecks are received? <br>

  Yes

  No

  N/A

• Are employees signing the "Timecard with Signature Report"? <br>

  Yes

  No

  N/A

• Are all manual payroll changes signed by all employees? <br>

  Yes

  No

  N/A

• Is the original PCN in the employee file? <br>

  Yes

  No

  N/A

• Is there a signed application in the file? <br>

  Yes

  No

  N/A

• Is there a completed Social Security Acknowledgement form? There should not be a copy of the SS card or ID in the file.

  Yes

  No

  N/A

• Is there a completed handbook acknowledgement form in the personnel file? <br>

  Yes

  No

  N/A

• Are employee files in a secure/locked environment with limited access? <br>

  Yes

  No

  N/A

• Are all staff members pay/salary increases up to date and in accordance with our current policy? <br>

  Yes

  No

  N/A

• Is a State approved Alcohol training completed for all who serve alcohol? <br>

  Yes

  No

  N/A

• Do all drivers of hotel vehicles have a certificate of completion of the on-line National Safety Council Defensive Driving Course? This should be kept in the personnel files.<br>

  Yes

  No

  N/A

• Are all rejected applications/resumes kept 6 months and then purged? <br>

  Yes

  No

  N/A

• Is the Property Utilizing the Scheduling Feature of the Payroll System? <br>

  Yes

  No

  N/A

• Are Coaching & Counseling forms utilized and fully completed by managers? Approved/reviewed by ES Manager, witnessed by a salaried manager, and secured in employee files? <br>

  Yes

  No

  N/A

• Has a termination checklist been completed for all terminating employees? <br>

  Yes

  No

  N/A

• Is there a signed acknowledgement of receipt of benefits info in the benefits file? <br>

  Yes

  No

  N/A

• Is all monthly safety training completed and submitted to ES Manager timely?

  Yes

  No

  N/A

• Are Overtime hours being minimized? (Review last 2 payrolls submitted) <br>

  Yes

  No

  N/A

• Are labor CPOR's within budget for the year? If no, which department has opportunity and why? <br>

  Yes

  No

  N/A

P-Card

• Is/Are the property card holder(s) consistently entering comments in the comment field of their transactions? <br>

  Yes

  No

  N/A

• Is/Are the property card holder(s) allocating transaction on a weekly basis? <br>

  Yes

  No

  N/A

• Is/Are the property card holder(s) sending receipts to the corporate office at the end of each billing cycle? <br>

  Yes

  No

  N/A

• Verify the property is not using gift cards for purchasing items? <br>

  Yes

  No

  N/A

• Is the property card holders minimizing their purchases to "hot" (Wal-Mart/Home Depot) retailers? <br>

  Yes

  No

  N/A

P&L Review

• Are YTD GOP dollars meeting goals set ? <br>

  Yes

  No

  N/A

• Are YTD Revenue meeting goals set ? <br>

  Yes

  No

  N/A

• Are Total YTD Payroll Expenses within budget? <br>

  Yes

  No

  N/A

• Are Total YTD Admin and General Expenses within budget? <br>

  Yes

  No

  N/A

• Are Total YTD Marketing Expenses within budget? <br>

  Yes

  No

  N/A

• Are Total YTD Property Operating/Maintenance within budget based on CPR? <br>

  Yes

  No

  N/A

• Is YTD cash long/short at $0.00 on PNL? YTD long or short ____________ <br>

  Yes

  No

  N/A

• Are YTD Chargeback's $0.00 on PNL? YTD long or short __________ <br>

  Yes

  No

  N/A

Sales & Revenue Management

• Is the SWOT Analysis been completed in the last quarter? <br>

  Yes

  No

  N/A

• Are proper rates and restrictions being utilized according to demand? (90 Day Forecast/Daily Trends) <br>

  Yes

  No

  N/A

• Are negotiated rate letters/contracts available for review? <br>

  Yes

  No

  N/A

• Is staff utilizing Take No Messages Training to book groups? Test Shop Call Result: _____<br>

  Yes

  No

  N/A

• Are company names being tracked (check guest ledger)? <br>

  Yes

  No

  N/A

• Are marketing collateral items available? <br>

  Yes

  No

  N/A

• Is a calendar of community events posted for staff to view? <br>

  Yes

  No

  N/A

• Are all sales contracts and Banquet Event Orders formally documented and signed by client? <br>

  Yes

  No

  N/A

• Have credit card authorization forms been removed from the sales files and locked in a secure location? <br>

  Yes

  No

  N/A

• Is a "business card drop" program in place to build lead referrals? <br>

  Yes

  No

  N/A

• Is hotel meeting the RevPAR index goal according to STR Report YTD? <br>

  Yes

  No

  N/A

• Is staff properly trained to give hotel tour? <br>

  Yes

  No

  N/A

• Is the GM active with community events? (Chamber functions, CVB, etc.) <br>

  Yes

  No

  N/A

• Are RFP's being completed by deadlines? <br>

  Yes

  No

  N/A

• Review the list of locally negotiated rates as well as when they were last reviewed and scheduled for renegotiation. <br>

  Yes

  No

  N/A

• Are the Sales Basics of the Day being reviewed with the team during Huddle? <br>

  Yes

  No

  N/A

• Is this property on CLC WebCheck-Inn and have all GSA's been trained? <br>

  Yes

  No

  N/A

• Is this property responding to their TripAdvisor reviews regularly? <br>

  Yes

  No

  N/A

• Is the GM reviewing TrustYou site weekly; regularly and replying to guest comments on all sites?

  Yes

  No

  N/A

• Is the GM Actively participating in Monthly Revenue Calls? <br>

  Yes

  No

  N/A

• Are GSA's and other Team Members familiar with the HoteLeader Program? <br>

  Yes

  No

  N/A

• Is there a Property Resource Manual available for review at the Front Desk and/or in the Sales Department? <br>

  Yes

  No

  N/A

• Is the hotels website maximized? Attractions; photos; property description, etc...

  Yes

  No

  N/A

Breakfast

• Are all franchise required food/items present? (Review franchise standards if unsure) <br>

  Yes

  No

  N/A

• Is all food being stored, rotated dated and labeled? <br>

  Yes

  No

  N/A

• Are hot and cold items being displayed properly? (40 / 140 degrees) <br>

  Yes

  No

  N/A

• Are temperatures in fridge/freezer at or below 38 /0 degrees respectively? <br>

  Yes

  No

  N/A

• Are city food permits posted and current? <br>

  Yes

  No

  N/A

• Is proper service certification per city codes available and up to date? <br>

  Yes

  No

  N/A

• Is proper food training per brand standard completed and up to date? <br>

  Yes

  No

  N/A

• Does display meet minimum requirements per brand standard? <br>

  Yes

  No

  N/A

• What are our guests telling us about our breakfast? Can we improve?

  Yes

  No

  N/A

• Are there any equipment or supply needs on the breakfast bar in need of improvement for presentation to our guests or state requirements?

  Yes

  No

  N/A

Maintenance & PM's

• Is PM Works Up to Date? <br>

  Yes

  No

  N/A

• Is GM Weekly Maintenance Checklist documented for last 3 weeks? <br>

  Yes

  No

  N/A

• Is the daily maintenance checklist being completed?

  Yes

  No

  N/A

• Is the Deep Clean log up to date? <br>

  Yes

  No

  N/A

• Are weekly department head meetings being held and documented? (view documentation) <br>

  Yes

  No

  N/A

• Is a Tool Inventory being completed documented semi-annually? <br>

  Yes

  No

  N/A

• Is a Maintenance Supply Inventory being completed and documented quarterly? <br>

  Yes

  No

  N/A

• Has the Regional Maintenance action plan been completed? <br>

  Yes

  No

  N/A

• Does the Engineer have a copy of the Engineering Manual to reference? <br>

  Yes

  No

  N/A

• Does the Engineer have a copy of the Energy Conservation Guide to reference? <br>

  Yes

  No

  N/A

• Does the Engineer have a copy of the Mold Awareness Program to reference? <br>

  Yes

  No

  N/A

• Does the Engineer have a copy of the Indoor Environment Program to reference? <br>

  Yes

  No

  N/A

• Is there a Digital Psychrometer either in the pool room or with the maintenance engineer for testing pool and/or guest room humidity? <br>

  Yes

  No

  N/A

• Has the property had it's annual PTAC/HVAC Cleanings yet? If not, when is this scheduled? ________________ <br>

  Yes

  No

  N/A

• Is the property familiar with how to complete a CRF for new PTAC/HVAC Units and follow this policy? Review how many spare units are currently on property? <br>

  Yes

  No

  N/A

• Has the property had it's annual Carpet/Tile Cleanings yet? If not, when is this scheduled? ______________ <br>

  Yes

  No

  N/A

• Is the maintenance office in order?

  Yes

  No

  N/A

Safety & Risk Management

• Is the Safety Risk Management Binder at the Front Desk? <br>

  Yes

  No

  N/A

• Is the Emergency Evacuation Plan up to date? <br>

  Yes

  No

  N/A

• Is the OSHA 300 Log available for current year? <br>

  Yes

  No

  N/A

• Is the OSHA 300A for previous year posted? (if during months of February - April) <br>

  Yes

  No

  N/A

• Is the OSHA 301 Log updated with all recordable injuries within 3 days of the date of the incident? Is a OSHA 300 form completed for all recordable injuries?<br>

  Yes

  No

  N/A

• Are there cameras on property? If so, has the pool camera been removed? Are the signs in place at all entrances? <br>

  Yes

  No

  N/A

• Is there a Blood Borne Pathogen Clean-Up Kit in the laundry room & on each floor? <br>

  Safe

  At Risk

  N/A

• Is the Workers Compensation reporting phone number posted? (In laundry room) <br>

  Yes

  No

  N/A

• Does hotel have a disposable 35mm camera, Polaroid camera with film or digital camera? <br>

  Yes

  No

  N/A

• Are all chemical bottles labeled properly w/ correct nozzles? <br>

  Safe

  At Risk

  N/A

• Do all chemicals have MSDS sheets available? <br>

  Safe

  At Risk

  N/A

• Are there 3 "Pick-up cones" or a 1 gallon sharps container on each housekeeping cart? <br>

  Safe

  At Risk

  N/A

• Are there gloves and water soluble bags on each housekeeping cart? <br>

  Safe

  At Risk

  N/A

• Is the three gallon sharps container wall mounted in the laundry room? <br>

  Safe

  At Risk

  N/A

• Is the two gallon sharps container wall mounted on each floor in the storage closets? <br>

  Safe

  At Risk

  N/A

• Are all of the 2 & 3 gallon sharps containers less than half full, (if no, need to be mailed using the white return boxes)?<br>

  Safe

  At Risk

  N/A

• Is an eye wash station in the laundry room & pool mechanical room, are they working properly and are caps in place?<br>

  Safe

  At Risk

  N/A

• Are gloves, goggles and apron in the pool chemical room? <br>

  Safe

  At Risk

  N/A

• Are fully stocked First Aid Kits on property and in designated areas by brand? <br>

  Safe

  At Risk

  N/A

• Is Bloodborne Pathogen Awarness Training documented in the employee file; annually? <br>

  Safe

  At Risk

  N/A

• Is the Red Team Designation and Contact Information posted on the employee bulliten board along with the Exposer Control Plan?<br>

  Safe

  At Risk

  N/A

• Are emergency systems tested with documentation verifying the test? <br> <br> -Fire Alarm - annually Date of inspection: <br> -Sprinkler - annually Date of inspection: <br> -Emergency lights - monthly Date of inspection: <br> -Smoke detectors - quarterly Date of inspection: <br>

  Safe

  At Risk

  N/A

• Have all fire extinguishers been inspected within the last 12 months? <br>Date of inspection: <br>

  Safe

  At Risk

  N/A

• Can an employee show you where to locate the TDD machine? <br>

  Yes

  No

  N/A

• Are all labor and safety regulation posters property posted? <br>EEO<br>FMLA<br>Minimum Wage Rate<br>OSHA<br>State Posters

  Yes

  No

  N/A

Key Controls

• Is the key issuance control chart up-to-date and approved by the General Manager? <br>

  Yes

  No

  N/A

• Is the key log up-to-date for all keys issued? <br>

  Yes

  No

  N/A

• Is access to the key storage box limited to the Key master/ GM? <br>

  Safe

  At Risk

  N/A

• Is one E-Key stored in a glass protected fire box in the PBX area, with the second E-Keys stored in the permanent key box? (Maximum of two E-Keys on property)<br>

  Safe

  At Risk

  N/A

• Is there a fire box E-Key control log located in or next to the fire box? <br>

  Safe

  At Risk

  N/A

• Are the issuable key box and fire keys being audited each night and documented on the night key audit form? <br>

  Yes

  No

  N/A

• Are property management system and key system access levels properly restricted by employees position? Are all terminated employees removed from the property management system?<br>

  Safe

  At Risk

  N/A

• Is a system in place to ensure that keys are collected from terminated employees? <br>

  Yes

  No

  N/A

• Are duplicate keys to all safe deposit boxes restricted to ensure two individuals are required to obtain access to both guest and employee boxes?<br>

  Safe

  At Risk

  N/A

• Are housekeeping section masters secured in a locked cabinet and accessible only by the Director of Housekeeping or assistant and audited daily?<br>

  Yes

  No

  N/A

• Is there a process in place for housekeepers to return their keys if the supervisor is not in the office at the end of their shift? Is the process being used appropriately<br>

  Yes

  No

  N/A

• Are all public area door locks in working order?

  Safe

  At Risk

  N/A

• Are all guest room door locks in working order?

  Safe

  At Risk

  N/A

• Is there a guest key entry only door lock on the pool?

  Safe

  At Risk

  N/A

VING 2100

• Are 3 EK Keys available? <br>

  Yes

  No

  N/A

• Are all Section 1, 2 & 3 Cards, all Building 1 cards, and Master Card accountable? Key #2100<br>

  Yes

  No

  N/A

• Are there 2 Memory Cards on Property? Back-up the Ving System. <br>

  Yes

  No

  N/A

• Do all front office staff members have their own Ving code? <br>

  Safe

  At Risk

  N/A

• Are there four Fail Safe Cards per room on Property?

  Yes

  No

  N/A

• Is the Ving Portable Programmer on Property? <br>

  Yes

  No

  N/A

VING 2800

• Are 3 EK Keys available? <br>

  Yes

  No

  N/A

• Are all Section 1, 2 & 3 Cards, all Building 1 cards, and Master Card accountable? <br>

  Yes

  No

  N/A

• Is there 1 Memory Card on Property? Back-up the Ving System. <br>

  Yes

  No

  N/A

• Do all front office staff members have their own Ving code? <br>

  Safe

  At Risk

  N/A

• Are there four Fail Safe Cards per room Property?

  Yes

  No

  N/A

• Is the Ving Handheld Event Reader (PDA) on Property? <br>

  Yes

  No

  N/A

ONITY SYSTEM

• 2 portable programmers and cables (select Fairfield's may only have one) <br>

  Yes

  No

  N/A

• 1 program card and red spare card <br>

  Yes

  No

  N/A

• Special emergency cards (100 to 200 cards) <br>

  Yes

  No

  N/A

• Do all front office staff members have their own Onity code? <br>

  Safe

  At Risk

  N/A

SAFLOK

• Are there 3 sets of failsafe keys for each guest room? <br>

  Yes

  No

  N/A

• Is there a security/emergency key? <br>

  Yes

  No

  N/A

• Is there a primary programming key? <br>

  Yes

  No

  N/A

• Are encoders being cleaned at least once a week and locks twice a month ? <br>

  Yes

  No

  N/A

Exterior Property Walk

• Does the property give a good 1st impression upon entering the parking lot? <br> (Curb appeal, parking lot, striping, grounds, garbage, NO cigarette butts!) <br><br> <br>

  Yes

  No

  N/A

• Look in outdoor storage facility for cleanliness/organization and supplies, is it secured? <br>

  Yes

  No

  N/A

• Are all exterior lighting fixtures in working order? <br>

  Yes

  No

  N/A

• Is the dumpster area neat, clean and secure? <br>

  Yes

  No

  N/A

• Are all screens in place and in good condition? <br>

  Yes

  No

  N/A

• Are roof shingles, flashing, siding, and gutters in good condition? <br>

  Yes

  No

  N/A

• Does the property have a power washer?

  Yes

  No

  N/A

Spring/Summer

• Is lawn care being accomplished? (mowing and watering)? <br>

  Yes

  No

  N/A

• Is a sprinkler system in place and working (manual or automatic)? (Have GM demonstrate) <br>

  Yes

  No

  N/A

• Are the flower/rock beds free of weeds? If no, is Chemlawn being utilized? <br>

  Yes

  No

  N/A

• Are shrubs/bushes free of weeds and trimmed to a distance of 12 inches away from building? <br> <br>

  Yes

  No

  N/A

• Are shrubs/bushes blocking guest room or public area windows?

  Yes

  No

  N/A

Fall/Winter

• Is landscaping being cared for? <br>

  Yes

  No

  N/A

• Is the parking lot cleared of snow? <br>

  Yes

  No

  N/A

• Are the walkways cleared of snow and ice with ice melt? <br>

  Yes

  No

  N/A

• Is the lawn irrigation drained for the season? <br>

  Yes

  No

  N/A

• Does the property have adequate snow removal supplies? <br>Shovels, salt, scrapers, and a snow blower?

  Yes

  No

  N/A

Interior Property Walk

• Does the entrance of the hotel leave a good 1st impression upon entering the lobby? <br>

  Yes

  No

  N/A

• Is the corridor wall vinyl, carpet, tile & grout clean and free of debris and stains? <br>

  Yes

  No

  N/A

• Is all public area furniture clean, in good condition, and free of debris and stains? <br>

  Yes

  No

  N/A

• Is all interior lighting operational? <br>

  Yes

  No

  N/A

• Is the fire/safety equipment in good working condition and testing up to date? <br>

  Yes

  No

  N/A

• Are the exit/emergency lights in good working condition? <br>

  Yes

  No

  N/A

• Are all stairwells clean and free of debris? <br>

  Yes

  No

  N/A

• Is the elevator clean (including tracks/carpet/screen) and in good working condition? <br>

  Yes

  No

  N/A

• Is the vending area clean (windows clean, floor clean, items stocked)? <br>

  Yes

  No

  N/A

• Is the meeting room/game room clean and free of debris? <br>

  Yes

  No

  N/A

• Are all storage rooms clean, organized and free of debris? <br>

  Yes

  No

  N/A

• Is the laundry room clean and organized? <br>

  Yes

  No

  N/A

• Are dryer lint screens being cleaned and being checked after every shift? <br>

  Yes

  No

  N/A

• Are drying times and temperatures posted for linen/terry? <br>

  Yes

  No

  N/A

• Is the public restroom clean, free of debris and all items stocked? <br>

  Yes

  No

  N/A

• Is the guest laundry facility clean and free of debris? <br>

  Yes

  No

  N/A

• Is the exercise room clean and the equipment in good condition? <br>

  Yes

  No

  N/A

• Is the pool area clean and leave a good 1st impression? (No condensation, low humidity, towels stocked, water clear, correct temperature)<br>

  Yes

  No

  N/A

• Are pool/spa logs up to date and accurate? <br>

  Yes

  No

  N/A

• Is the employee break room clean and in good condition? <br>

  Yes

  No

  N/A

• Are all night audit packs kept in a secured and locked room or cabinet? Are all audit packs 6 months or older sent to the corporate office?<br>

  Yes

  No

  N/A

** CAPITAL IMPROVEMENT NEEDS **

• Is there ANYTHING in OUR CONTROL that needs IMMEDIATE attention? <br>

  Yes

  No

  N/A

• Has everything on the Capital "To-Do" list been completed or scheduled to be completed?

  Yes

  No

  N/A

• Are there any Capital Improvement items to be noted? <br>

  Yes

  No

  N/A

Room Inspection Trends

• Trends/opportunities:

  Yes

  No

  N/A