First and foremost, I need to correct you. Gate pass is used when some company property is taken out of the company premises. There are two types of gate passes. One is Returnable Gate Pass and another is Non-returnable Gate Pass. Gate passes are used even while very small company property like SIM card is issued to the employees.
In contrast, when employees are required to move out of the company, whether for official reasons or personal, they are required to submit Outpass, duly approved by the approving authority and submit it to the security section. On-duty security personnel, on verification of the outpass, allows the employee to make proper entries in the Employee Movement Register.
For the situation like this, it is better to create SOP and circulate it amongst all the staff members. Just memo is not sufficient. Since your requirement is company-specific, we the outside members of this forum cannot suggest the points. Nevertheless, roughly you may include the following points:
a) In whose possession, Outpass Book will be held?
b) Entire procedure to approve the outpass, who are the authorised signatory, who are exempted and what separate measures need to be followed for the exempted persons?
c) What security personnel are expected to do, once they receive outpass that is duly approved by the approving authority? What needs to be done, if the highest approving authority is not available yet HOD wants to send someone out because of the pressing needs?
d) Who will check the issue of the outpasses? When it will be checked and how it will be checked?
e) What would be the retention period of the old outpassess? Who will dispose them and how these will be disposed? What would be the records of the disposal?
Additional Comments: - If some 1-2 additional points occur to you, you may include them in your SOP. Secondly, I recommend you keeping HR out of the issue of outpasses. Issue of outpass is a matter between individual employee and his/her HOD. Yes, it could be approved by GM/VP but not by HR person. HR will come in picture only when someone from their department needs to go out of the company premises.
1st October 2017 From India, Bangalore
Please do not implement in a hurry.
1. If your organization is a factory with registered trade unions, then you have to be careful while implementing new processes. It is always better to come up with a convincing case - why gate pass?
- affecting productivity
- security reasons
2. Second step is to include gate pass in your standing orders and follow the formalities to publicize.
3. Parallel to this, you have to organise adequate infrastructure like monitoring systems, registers etc.
It is not recommended to come up with harsh steps like fines, wage cutting etc.initially.
4. Also never bring the gate pass business to HR. This is normally a shop floor concern and at max, loop the time office staff.
4th October 2017 From India, Bangalore