INDEX

A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.

Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview

between incoming and outgoing general manager

with personnel manager
with controller/Chief Accountant
with Front Office Manager
with Executive Housekeeper
with Food and Beverage Manager
with Executive Chef
with Sales Director/Manager
with Chief Engineer
with Security Chief
with Purchasing Manager
with Resident Manager/Executive Assistant Manager

A. INTERVIEW BETWEEN INCOMING AND OUTGOING GENERAL MANAGER

1. Review of owning Company matters:
a. Hotel agreement (operating & management, or lease)
b. Owning Company organization(whos who)
c. Relation with Owning Company
d. Internal Owning Company relationship
e. Owning Company file (problem, how to handle same)
f. Equity position of owners. Are Board members management
employees?
Who has approval authority?
g. Capital expense budget procedure with Owning company
h. Rehabilitation/renovation agreement or plans in progress
i. Board meeting timetable and previous minutes overview
j. Review outstanding or pending Owning Company masters
k. Trading hotel/Owing company events and courtesies extended to board
members and Owning Co. employees.
l. Establish date for presentation of incoming GM to Board
2. Administrative and General
a. Organization Chart
b. Outline union agreement(effective dates, relationship)
c. Power of attoney
d. Lawyer (review pending items, give legal update)
e. Shop leases:
1. )
Outline each lease agreement
2. )
Review hotel/shop relationship, problems policy
3. )
Meet shop owners.

f.
g.
h.
i.

Outline contracts for utilities, entertainment and others

Review hotel/bank relationship, financial status
Annual budget and forecast; review and identify problem areas
Marketing plan

j.
k.
l.
m.
n.
o.

p.
q.
r.
s.
t.
u.

Financial statement
Goals/Incentive plan
Administrative calendar (any problem areas)
Complaints and method of handling same
Department Head Meetings (time, Format, History)
Staff Committees
1)
Budget
2)
Credit
3)
Executive Do they meet?
4)
Work Place Health & Safety Are they effective?
5)
Environment What has been their
6)
Cost saving/Loss Prevention contribution?
7)
Staff Welfare
Department training programs underway or planned
Capital expenditure budget and large purchase orders outstanding
Signature authorization cards for bank accounts
Who is authorized to sign E.N.T checks in Hotel?
Review special festival days, holidays, promotions, history and
recommendation.
Insurance coverage review:
1)
Workers Compensation
2)
Industrial Special Risks Including material damage,
consequential loss caused by Fire, Earthquake, Subterranean
Volcanic Eruption, Action of Sea/Tidal Surge etccovering:
- Building, Plant, Machinery, Furniture, Fixture, Fittings and
all other contents.
- Landscaping
- Reinstatement cost
- Removal of debris
- Accidental Damage
- Theft of property
- Money in transit and on premise
- Property in transit
- Fidelity guarantee
- Business interruption with consequential loss of revenue
and profit
- Claim preparation fees
- Additional increased cost of working
3)
Comprehensive General and Product Liability
- Primary layer (according to Management Contract)
- Secondary layer
- Bass umbrella cover and above
4)
Mechanical and Electrical Breakdown of fixed plant
machinery and boilers
5)
Electronic (EDP) including data restoration
6)
Plate glass doors and Windows
7)
Motor vehicles
8)
Employees and Guests transportation
9)
Inventories

v.
w.
x.
y.

Review safe combination policy for hotel safe

Review policy on GMs key
Hotel car policy, who can use? Who controls?
General Managers secretary
aa.

Professional/Social/Fraternal memberships

bb.

Safety deposit box at local bank

cc.

Business cards, special invitations,

dd.

Complimentary cards

ee.

GMs city ledger account policy

ff.

GM apartment: Inventory

gg.
hh.

Known but not budgeted capital expense items needed

INTERVIEW WITH CONTROLLER/CHIEF ACCOUNTANT

1. Personnel
a. Controllers/Chief Accountants background, experience and personal
goals
b. Technical competence of accounting staff
c. Depth of staff and cross training programs
d. Any concerns?
2. Finance:
a. Financing arrangements, if applicable
b. Repayment of debt, if applicable
c. Cash flow and cash forecast
d. Company fee earnings
3. City Ledger:
a. Total outstanding and recent trends
b. Number of days in city ledger
c. Magnitude of bad debts and write-offs
d. Overdue accounts and collection procedure
e. Brief description of credit policy
4. Inventories:
a. Special problems and control procedures
b. Inventory policy

c. Issuing hours/days of storerooms

d. Steward sales to employees
5. Cash:
a. Brief description of cash controls
b. Amounts of house banks and individual limits
c. Petty Cash banks and control procedure and limitations
d. Description of banking arrangements and policy
e. Bonded employees and cashier over/short policy
6. Payroll:
a. Brief descriptions of payroll procedure and policy
b. Mechanism for controlling payroll
c. Overtime policy who can authorize requests
d. Payroll control of department heads (time sheet, etc..)
e.