TouchPoint

Gatepass

INTRODUCTION

One of the major concerns in organisations is monitoring and controlling the

movement of men, materials and machineries out of the organisation premises. Many
times staff and workers move out of the premise during the duty hours for official or
personal reasons, which needs to be monitored and controlled to ensure that no
unwanted or unauthorised movement takes place as such movements will consume
precious man hours and will affect productivity of the organisation. Material
movement such as shipping of finished goods to customers or clients, despatching of
semi finished goods for further out sourced process, returning of rejected materials
to supplier, selling out of scrap materials, etc., do often happen in every organisation,
similarly machineries or assets are carried out of the premises for repair or
modification or on lease or hire or on a complete sale. Movement of materials and
machineries also needs to be monitored and controlled to ensure that every
material or machine moving out of the organisation is properly approved and no
unapproved material is allowed to be taken out of company premises, without an
effective monitoring and control mechanism for materials and machineries
movement, organisations may incur huge losses due to theft, unauthorised carry
away and non traceability of materials and machineries.

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Gatepass

Monitoring and controlling the movement of

men, materials and machineries can be
effectively achieved through Gate pass. A
gate pass is a pre printed form processed as EMPLOYEE
per the gate pass procedure determined by
OUT PASS
the organisation, authorises the movement of
men, materials and machineries for moving
out of organisation premise. The gate pass
generally is a controlled document and is
serially numbered. Gate pass pads are issued TYPES OF GATEPASS
to the departments in the organisation where Gate pass is generally of two types
there is a requirement for the same and Employee out pass: Used for the out
management authorises the department movement of employees
heads or assigns the responsibility with some Materials gate pass: Used for the
movement of materials and machineries
persons to sign the gate pass. The signature
samples of the persons assigned with the
responsibility to sign the gate pass are made
available to the security team/ gate to enable
the security persons at the gate to verify that
the signature's authenticity and genuineity MATERIAL
before allowing the movement out of the GATEPASS
premise.

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Gatepass

Processing the
Employee Out Pass
l Individual employee who needs to move
out of the organisation's premise either for
official reason or for his personal reason
will prepare the gate pass in single copy
and will put up to his HOD for approval.
BENEFITS
l HOD will approve the gate pass.
l Unauthorised movement is restricted
l Individual produces the gate pass to HR.
l Timing of the movement can be
l HR notes the movement of the individual monitored
for further document action if required and l Individual traceability is achieved
signs the gate pass l Disciplineamong employees
established
l Individual produces the gate pass at the l Organisation culture improves
gate
l Security checks the authenticity of the
signature and allows the individual to
proceed

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Gatepass
Processing
Materials Gatepass
l Material Gate pass is prepared by the
concerned department in triplicate
l All information required in the gate pass is
filled up by the process owner of the material
outward movement
l Nature of the movement like permanent
transfer or returnable is to be indicated in the
gate pass
l Process owner puts up to the person
authorised to sign the gate pass
l Authorised person vets the gate pass and
signs all the three copies
l Process owner hands over 02 copies of the
gate pass to the transport driver/ person
carrying the material or machinery along with
other documents of the material movement.
l Gate pass produced at the gate will carrying
the item out of the premise.
l Security checks the gate pass and checks the
item, records the movement in the register
retains one copy with him and hands over one
copy to the person
l The materials are moved out and the copy
handed over to him is retained with him till the
item is reached to the destination.
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BENEFITS
l Restricts the materials and machineries
theft or unauthorised carry away.
l Traceability of the materials moving out
is achieved
l Follow up of returnable items is possible
l Material resources and assets
protected.
GATESPASS VS. DELIVERY NOTE
Both gate pass and deliver note are
prepared for material movement, however
both are not one and the same. Delivery
note is prepared to accompany the
consignment up to the consignor. If the
invoice or the voucher is not received,
consignor will bring the stock on charge
based on the Delivery note, whereas the
gate pass in prepared as a permit to carry
the material out of the company premise
GATEPASS SOFTWARE
Many gate pass software are available,
which are tailor made to fulfil the purpose
or custom developed. Organisations can
benefit from these software and can
achieve the purposes as discussed in the
above paras.
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Gatepass
Other related documents
l Material inward pass/ stock inward sheet: In some organisations material inward pass is
prepared during the entry of the materials, However, materials inward movement can be checked
or actioned from the Consignor Delivery note itself
l Visitor pass: Visitor pass is prepared at the security department when a
visitor enter the premise
l Visitor particulars, other details like whom to meet, purpose of meeting, etc., are addressed in the
pass
l Instructions to the visitors are also printed in the pass.

Company's Name and Address

OUT GOING GATE PASS

Date: Time: Shift:

Sample copy Name: Employee No.

Designation: Department:
Employees Out Pass Purpose : Personal / Official

Reason :

(Employee Sign) (Dept. HOD) (HR)

Company Particulars
Address

GATE PASS
Sl. No. 0125 DATE:

S.NO. M ATERIAL Q TY PURP OSE RE TURN ABLE/ NON RE TURNABLE

Sample copy
Material Gatepass
SIGNATURE AUTHO RISE D SIGNATURE

(DEP ARTMENT AL HE AD/STORE S)

Note: P repare d in th ree co pies

1. First copy to be retained with the driver
2. Second copy is security room copy
3. Third copy is pad copy

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