Dear Archita,
If the employee is taking some equipment for official purposes, the following is required to be done:
a) Fill up the loan card from the employee. Include the details like type of equipment, equipment serial No, quantity of fuel in the fuel tank, accessories used to run the equipment etc in the loan card. Secondly, loan card also should have details of the employee to whom this equipment is loaned out. Take signature of the GM/VP on this loan card. The employee who takes over the equipment, must ensure that the equipment is in serviceable condition and certify accordingly.
b) Secondly, your security department need to prepare returnable gate pass for this equipment. Returnable gate pass is prepared based on the loan card signed by the GM/VP.
c) GM/VP need to give instructions on handling of the equipment. It is the sole responsibility of the employee to take care of the safety and security of the equipment. Employee is liable for disciplinary action if it is found that damage to the equipment was caused because of the negligence of the employee.
d) For the security purposes, employee may be provided with steel chain and lock so that employee can lock it while taking rest at waiting room of railway station etc.
e) If the equipment is quite costly, then you may do insurance of the equipment. Do the separate travel insurance of the equipment.
f) On returning from the outstation duties, employee must do the proper handing/taking over of the equipment. The employee who hands over the equipment, must ensure that the equipment is in serviceable condition.
g) The same loan card can be used for taking over of the equipment. Make separate file to preserve the old loan cards. Preserve these at least for year or so.
Ok...
Dinesh V Divekar
Beware of false knowledge; it is more dangerous than ignorance.
Dear All,
please help in framing travel policy in Hr manual for How to handle company property when traveling???, if a person is going outdoor with equipment used in marine what all is been needed to add in policy kindly suggest