General Manager’s handover checklist

GENERAL MANAGER
HANDOVER

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 General Manager’s handover checklist

INDEX

1. General Manager’s handover list

1.1 Accounting ............................................................................................ 4

1.2 General ................................................................................................. 5
1.3 Sales & Marketing ................................................................................. 6
1.4 Engineering ........................................................................................... 7
1.5 Human Resources ................................................................................ 8

2. Financial handover list

2.1 Owning company ................................................................................ 11

2.2 The property........................................................................................ 12
2.3 Financial control .................................................................................. 13
2.4 The accounts department ................................................................... 14
2.5 Revenue and stock control .................................................................. 16
2.6 Computer system ................................................................................ 17
2.7 Other information ................................................................................ 18

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 General Manager’s handover checklist

1. General Manager Handover List

Hotel :
______________________________________________

Outgoing General Manager :

______________________________________________

Incoming General Manager :

______________________________________________

DOP / VP :
______________________________________________

Executive General Manager :

______________________________________________

Date of Handover :
______________________________________________

Owner :
_______________________________________________

Asset Manager :
_______________________________________________

Sister Property :
_______________________________________________

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1.1 ACCOUNTING
__________________________________________________________________________
_

Incoming Outgoing

1.11 Accounts Receivable Reviewed ________ ________

1.12 Write Off’s established ________ ________

1.13 Accounts Payable reviewed-Short Term ________ ________

1.14 Accounts Payable reviewed-Long Term ________ ________

1.15 Service Contracts/Agreements reviewed________ ________

- Renewal Dates established ________ ________

1.16 Bank Accounts reviewed ________ ________

- Signature changes completed ________ ________

1.17 Liquor License Name change ________ ________

1.18 Write Off Stock ________ ________

1.19 Insurance’s reviewed ________ ________

- Renewal dates established ________ ________

1.110 Company Car/Vehicles handed over ________ ________

1.111 All Leases reviewed ________ ________

- Renewal dates established ________ ________

1.112 Shop Leases reviewed ________ ________

- Tenants met ________ ________

- Renewal dates established ________ ________

1.113 Reports to Owners reviewed ________ ________

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1.2 GENERAL
__________________________________________________________________________
_

Incoming Outgoing

1.21 Budget reviewed _________ _________

1.22 Business Plan/Marketing Plan reviewed _________ _________

1.23 Management Contract handed over _________ _________

1.24 E.D.P.

- Hardware and Software reviewed _________ _________

- Maintenance Contracts reviewed _________ _________

1.25 Housebanks handed over

- Policies _________ _________

- Over/Unders _________ _________

1.26 Audit - Last results reviewed and discussed_________ _________

1.27 Legal Advisers

- Contact Name and Tel# handed over _________ _________

- Contingent Liability (if any) discussed _________ _________

1.28 Credit Card Companies/Commission policy

discussed _________ _________

1.29 Travel Agents Commission payment policy

discussed _________ _________

1.210 Internet – hotel GM password given _________ _________

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1.3 SALES & MARKETING

__________________________________________________________________________
_

Incoming Outgoing

1.31 Top 20 Commercial Accounts reviewed __________ __________

1.32 Top 20 Conference/Meeting Accounts
reviewed __________ __________
1.33 Top 20 Tour Operators reviewed __________ __________
1.34 Introductions: Made by Outgoing G.M. __________ __________
Not made by Outgoing G.M. __________ __________
Nb: if not made these accounts need to be called on by the new General Manager
within the first six weeks of hand over.
1.35 Data Base of Hotel Accounts handed over__________ __________
1.36 Comments on V.I.P. customers
(Individuals, Companies, Airlines, etc.) __________ __________
1.37 All Contracts and Contract rates reviewed__________ __________
- Expiry dates established __________ __________
1.38 All Barter/Contra Agreements reviewed __________ __________
- Expiry dates established __________ __________
1.39 Sponsorship commitments reviewed __________ __________
- Value Budgeted __________ __________
- Value not Budgeted __________ __________
1.310 Advertising Contracts reviewed __________ __________
1.311 Media Schedult reviewed __________ __________
1.312 All Hotel Listings reviewed
- Directories __________ __________
- Tourist Guides __________ __________
- Magazines __________ __________
- Airline Magazines __________ __________
- Telephone Directories __________ __________
1.313 Deadlines for renewals established __________ __________
1.314 Detailed Market Segment Analysis done __________ __________
1.315 Detailed Hotel Tariffs Analysis done __________ __________
1.316 Source of Business reviewed __________ __________
1.317 Slide and Transparency Library handed
over __________ __________
1.318 Marketing and Sales Personnel met and
files reviewed __________ __________
1.319 Upcoming Trade Shows/Industry events
reviewed __________ __________
- Readiness to participate reviewed __________ __________
1.320 Brand and Marketing manuals handed over__________ __________
1.321 Corporate and brand videos / CDs handed over__________
__________

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1.4 ENGINEERING DEPARTMENT

__________________________________________________________________________
_
Incoming Outgoing
1.41 FF & E Expenditure reviewed __________ __________
1.42 Major repair and maintenance action reviewed__________ __________
1.43 Maintenance Budget reviewed __________ __________
1.44 Analysis if future major repairs or renovation
work planned __________ _________
1.45Property inspection with Chief Engineer __________ __________
1.46 Major problems addressed and noted __________ __________
1.47 Review of maintenance contracts __________ __________
- Name :
- Supplier :
- Expiry Date :
- Monthly Cost :
1.48 Preventative Maintenance Program
- In Place __________ __________
- Reviewed __________ __________
- Not in Place __________ __________
1.49 Workshop inspected __________ __________
1.410 Engineering Stocks reviewed __________ __________
- Value on hand over __________ __________
1.411 Energy Savings programs
- Established __________ __________
- Not established __________ __________
1.412 Electricity consumption in current year __________ __________
1.413 Gas consumption in current year established__________ __________
1.414 Unlon negotiation discussed __________ __________
1.415 Personnel reviewed __________ __________
1.416 Fire Manual in place __________ __________
1.417 Fire Extinguishers
- Current Date __________ __________
- Checked __________ __________
1.418 Evacuation System
- Discussed __________ __________
- Checked __________ __________
1.419 Last safety audit of the building
- Discussed __________ __________
- Verified __________ __________
1.420 Manning guide of the department __________ __________

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1.5 HUMAN RESOURCES

__________________________________________________________________________
_
Incoming Outgoing
1.50 Hotel organization Chart reviewed __________ __________
1.51 Budget reviewed __________ __________
1.52 Manning Guide reviewed __________ __________
- Current headcount to date:
- Incoming recruitment and outgoing __________ __________
1.53 Employee Benefits
- General __________ __________
- Specific (i.e. social security) __________ __________
1.54 Monthly salary & benefits report __________ __________
1.55 Labour law __________ __________
1.56 Worker’s Compensation claims reviewed
- Outstanding Issues __________ __________
1.57 Safety Hazards (if any) discussed __________ __________
1.58 Health Hazards (if any) discussed __________ __________
1.59 Appraisals update discussed __________ __________
1.510 Union Representation
- Names of Representatives reviewed __________ __________
- Comments re. above __________ __________
- Current collective agreement in force __________ __________
- Outstanding arbitration issues with management and union (i.e.annual
negotiation, service points, scope of members)
__________ __________

1.511 Visa and working permit process __________ __________

1. 512 IMS insurance registration form (expatriate) __________ __________
1.513 IMS insurance movement form (leaving expatriate)
__________ __________
1.514 Sustainable development action in progress __________ __________

1.515 Training Programs __________ __________

- Current Year plan handed over __________ __________
- Video Tapes handed over __________ __________
- Training Manuals handed over __________ __________
- Department Head files handed over __________ __________
1.516 Training library checked (including CD-ROM, video)
__________ __________
1.517 Succession Plan of the hotel __________ __________

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1.518 Vivier Asia candidates information (if any) __________ __________

1.519 Certified Trainers list and details __________ __________
1.520 MIR training quarterly report __________ __________
1.521 TGM corner checked __________ __________
1.522 TGM welcome booklet given upon induction__________ __________
1.523 Manager’s benchmark implementation __________ __________
1.524 CLIP __________ __________
1.525 Student trainee and management trainees records
__________ __________
1.526 Application password __________ __________

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2. FINANCIAL HANDOVER LIST

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2.1 THE OWNING COMPANY

__________________________________________________________________________
_
Incoming Outgoing
2.11 Details of the Owning Company giving the
main information concerning :
- Company structure and shareholding __________ __________
- Chairman, Directors and Executives __________ __________
- Details of registrations for Business
name, Licenses, etc. __________ __________
- Number of Board and/or review
meetings per annum __________ __________
- Nature of Owning Company review __________ __________
2.12 Introduce the new General Manager/
Financial Controller to key Owning Company
Personnel __________ __________
2.13 Describe all Official documents related to the
Owning Company and in the possession of the
Financial Controller and specify their classification:
- Financial Statements of previous years __________ __________
- Minutes of previous Board/Review
Meetings __________ __________
- Building and Construction Agreements __________ __________
- Other specific Agreements __________ __________
- Taxation Documentation __________ __________
- Correspondence __________ __________
2.14 Specify the present Financial Obligations:
- Loans: Amounts, Interest %, Due Dates,
Register of Depreciation, Payments made
etc. __________ __________
2.15 Specify the Obligations of the Financial
Controller to the Owning Company:
- Management Reporting __________ __________
- Completion of Statutory Accounts __________ __________
- Company Secretarial obligations __________ __________
- Taxation Returns: F.B.T. __________ __________
Income __________ __________
Other __________ __________
2.16 Review Cash Flow requirements and/or limitations of the Owning Company
__________ __________

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2.2 THE PROPERTY

__________________________________________________________________________
_
Incoming Outgoing
2.21 Management Contract:
- Pre-Opening Fee __________ __________
- Management Fees related to
Revenue __________ __________
G.O.P. __________ __________
Marketing __________ __________
- Duration and major terms of Contract __________ __________
- Discuss the conditions of payment (Percentage, periodicity etc.) and
give special attention to:
Invoices received though unpaid __________ __________
Fiscal obligations of the payments
(statement, booking and payment)__________ __________
2.22 Provide a copy of all existing contracts and precise terms and conditions,
the most recent invoices received and the payments made__________ __________
2.23 List of all Insurance, Manuals etc. __________ __________
2.24 Maintenance Contracts __________ __________
2.25 Other external contracts, Computer Hardware/Software Licenses and
Support __________ __________
2.26 Contracts with Credit Card Companies __________ __________
2.27 Make a Tour of the premises and introduce the new General
Manager/Financial Controller __________ __________
2.28 Establish a detailed list of all keys in the possession of the Financial
Controller and sign a handover document __________ __________
2.29 Handover a list of all available Operation, Budget, Reporting, Policies and
Procedures manuals currently used and provide a copy of these manual (reviewing
significant features and systems) __________ __________
2.210 Provide a list of existing bank accounts
2.210 Provide a list of existing bank accounts with all information related to each
of them (numbers, use, overdraft, signatories, etc.) __________ __________
2.211 Provide a listing and introduction to external contacts eg: Bank Manager,
Suppliers, etc. __________ __________
2.213 Provide listing of internal meetings and the obligations of the General
Manager/Financial Controller __________ __________

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2.3 FINANCIAL CONTROL

__________________________________________________________________________
_
Incoming Outgoing
2.31 An Operational Chart of the Accounts Department with the names of all
employees and job descriptions __________ __________
2.32 Provide a job description for the Financial Controller and give some
commentary __________ __________
2.33 Provide files with information regarding current disputes (Employees,
Insurance’s, Contracts, etc.) __________ __________
2.34 Review training programs for the
Accounting Department __________ __________
2.35 Budgets (Investments, Operational
Cashflow) specify for each of these:
- Timing __________ __________
- Preparation __________ __________
- Requirements __________ __________
- Actions which need to be, have been
made __________ __________
- Budget Software and Manuals to be used__________ __________
2.36 Head Office and Owning Company reporting
procedures, weekly, monthly and yearly __________ __________
2.37 Balance Sheet and Profit reports of the last
financial year and that of preceding years __________ __________
2.38 Review Audit/Year end files, specify possible observations by the external
audit company, indicating follow up made or still to be made__________ __________
2.39 Profit Report and Balance Sheet of the current
financial year:
- Actual Situation __________ __________
- Budget __________ __________
- Weak Points __________ __________
- Forecast __________ __________
2.310 Location and sustem of general filing,
correspondence and archiving __________ __________
16A

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2.4 THE ACCOUNTS DEPARTMENT

__________________________________________________________________________
_
Incoming Outgoing
2.41 Review job descriptions and function of each employee and any changes
recommended __________ __________
2.42 Detailed information concerning Month End accounts
preparation:
- Role of specific personnel __________ __________
- Timing and procedures for closing __________ __________
- Month End checklist __________ __________
2.43 Detailed information concerning Accounts Receivable:
- Strong and weak points of this section by
shortly checking the various tasks __________ __________
- Doubtful accounts and unpaid cheques __________ __________
- Detailed analysis of the City Ledger and
Permanent Folios __________ __________
- Review Credit Application and Approval
Procedures __________ __________
- Review Aged Trial Balance __________ __________
- Procedures for invoicing, cashing, exchange
differences, commissions disbursements and
deposits __________ __________
- Accounting procedures on a daily and monthly
basis __________ __________
- Review processing procedures for conference
accounts __________ __________
- Review Credit Cards, commissions, delays,
problems __________ __________
- Filing systems and classifications __________ __________
2.44 Detailed information concerning Accounts payable:
- Strong and weak points of this section by
shortly checking the various tasks __________ __________
- File with information about financial disagreements
between Hotel and suppliers __________ __________

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2.4 THE ACCOUNTS DEPARTMENT CONT...

__________________________________________________________________________
_
Incoming Outgoing
- Detailed analysis of the accounts of
suppliers (unpaid accounts, invoices not
received, etc.) __________ __________
- Checking of invoices received __________ __________
- Account processing of invoices received__________ __________
- Periodicity of payments __________ __________
- Purchase order procedures and
authorizations __________ __________
2.45 Detailed information concerning cash handling:
- Strong and weak points of this section by
shortly checking the various tasks __________ __________
- Obtain schedule and verify balance of
cash floats __________ __________
- Review petty cash procedures and
accounting __________ __________
- Accounting procedures relating to General
Cashier and Bank __________ __________
- Interest on Bank accounts __________ __________
2.46 Detailed information concerning Payroll:
- Strong and weak points of this section by
shortly checking the various tasks __________ __________
- Payroll system and payment methods __________ __________
- Files giving information about payment
problems and compensation claims __________ __________
- Detailed justification of Employee advances
or loans and proof in accounts __________ __________
- Any labor legislation or union issues __________ __________
- Payroll reporting and controles __________ __________
- Location of individual files, salary
documents and procedures __________ __________
- Consent of personal files and
commencement procedures __________ __________
- Accounting methodology in regard to
salaries __________ __________

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2.5 REVENUE AND STOCK CONTROL

__________________________________________________________________________
_
Incoming Outgoing
Food and Beverage
2.51 Review receiving and store procedures
including employee responsibility areas
and security. __________ __________
2.52 Review issues and transfers, appropriate
documentation and employees responsible. __________ __________
2.53 Review purchasing procedures, employees
responsible, levels of authorization, preferred
suppliers and contract issues __________ __________
2.54 Review stocktaking procedures including
documentation, frequency and employees
responsible. __________ __________
2.55 Review variance reporting and acceptable
levels of variances __________ __________
Rooms Sales
2.56 Review Reservations and Front Office systems
and procedures __________ __________
2.57 Familiarization of Room types, Rates, Major
contracts and Packages __________ __________
2.58 Familiarization of adjustment procedures,
required documentation and ability to alter rates
and authorize adjustments __________ __________
2.59 Review credit procedures for Room guarantees
and deposit procedures __________ __________
2.510 Revie Room reports __________ __________
Night Audit
2.511 Strong and weak points of this section by shortly
checking the various tasks __________ __________
2.512 Basic review of reconcilliation procedures, cash
security and outlet closing __________ __________
2.513 Review reporting procedures and distribution
of daily, weekly and monthly reports __________ __________
2.514 Review backup procedures and information
security __________ __________

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2.6 COMPUTER SYSTEMS

__________________________________________________________________________
_
Incoming Outgoing
2.61 Review and list software for the following
departments:
- Point of Sale __________ __________
- Inventory __________ __________
- Front Office __________ __________
- Accounts Receivable __________ __________
- Accounts Payable __________ __________
- General Ledger __________ __________
- Payroll __________ __________
- Banqueting and Conference __________ __________
- Spreadsheets __________ __________
- Word Processing __________ __________
- Budget __________ _________
- Other __________ __________
2.62 Review employee responsibility for
maintenance, backup and data integrity
procedures __________ __________
2.63 Review support and licensing contracts
and effectiveness thereof __________ __________
2.64 Review future plans for system implementation
and training __________ __________

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2.7 OTHER INFORMATION

__________________________________________________________________________
_
Incoming Outgoing

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