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XXX

Sept GM Conf.
by

Brandon Springer

on 8 December 2014

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Transcript of XXX

x
Employee
Development

Guest
Impressions

Financial
Habits

Facilities
Management

Sales &
Marketing

Safety &
Risk Mgmt.

x
IT Help
with Cody

Standards vs.
Guidelines

Doug Dobmeier
Senior VP of Operations

Charlie Krumwiede
Senior VP of Quality &
Hotel Performance

Scott Fischburg
VP of Sales &
Marketing

Lauris Molbert
CEO

All TMI Hospitality hotels will operate a defined, documented, and measurable “General Clean Program” at their properties. This program has established a comprehensive task list that will define what cleaning task needs to be completed.

This is a mandatory twelve (12) month program beginning on January 1 and concluding on December 31 of each calendar year. On the first of each month, the property begins a four week program broken out with daily tasks, as to not interfere with peak guest nights.
 
All cleaning activities are to be followed and be documented on the TMI Hospitality General Clean Log and stored in the designated Facilities Management Housekeeping Essentials binder. This is a monthly program and needs to be completed monthly and accurately with the following information:
List month of action at the top of the page in the respective area
All guest room numbers listed sequentially in the designated room number column
Initial and date of completion in respective task column
Housekeeping Essentials–
General Clean Program
All TMI Hospitality hotels will follow and maintain maintenance documentation on the TMI Hospitality Property Preservation Calendar. Documentation will include the date maintenance tasks are completed.
 
The purpose of the Property Preservation Calendar is to communicate with staff and above property leadership and maintenance support, all hotel maintenance activities.

The Property Preservation Calendar should be posted on the backside of the General Manager’s office door or location open to all associates to ensure clear and constant communication.
Facilities Management –
Property Preservation Calendar
TMI Hospitality mandates the following maintenance schedule on your public area air ventilation. The full inspection checklist can be found on the Public Area Air Ventilation System form.
 
Monthly- (All Brands)
Clean the washable fresh air filter or change filter
Check the exhaust blower belt and change filter(if applicable)
Check the air handler fresh air blower motor assembly

Quarterly- (All Brands)
Check airflow to air coil and clean dirt and lint off with hose
Check dip pan assembly for plugging
Change the air handler or furnace air filter
Check air intake filter
Check outdoor condenser/check for lint and remove with hose
Clean exhaust grills above the spa
Check exhaust blower assembly

Annually- (All Brands)
Oil system motors where requires with four (4) drops of motor oil to each port
Facilities Management –
Public Area Air Ventilation Systems
TMI Hospitality mandates that all eye wash stations are checked per the unit specifications listed below:

Wall Mounted Units
Tested weekly to ensure proper water flow and quarterly drained and replaced with fresh water and hydrosep-bactericide

Faucet Hookup Unit
Check to ensure the unit is connected to cold water plumbing only
Protective caps are in place

After completion, document the above cleaning on the respective Eyewash Maintenance Log located in your property’s Public Area Preventative Maintenance binder.
Facilities Management –
Eye Wash Station Log
TMI Hospitality mandates the following maintenance schedule for all hot water heaters and boilers. Document the following maintenance on the respective HVAC/PTAC Log located in your property’s Facilities Management Preventative Maintenance binder: 

Daily- (All Brands)
Clean laundry room HVAC/PTAC filters

Weekly- (All Brands)
Clean all public area and mechanical room HVAC/PTAC filters

Quarterly- (All Brands)
Perform preventative maintenance on all HVAC/PTAC units including: Change filters, clean and straighten coil fins, clean condensation pan, and ensure no odor coming from unit

Semi-Annual- (All Brands)
Professional cleaning of all HVAC units by FiberCare
(NOTE: This cost is already pre-budgeted into your hotel P&L)
Complete HVAC/PTAC cooling set-up (spring) or heating set-up (fall).
(NOTE: During the heating set-up, you will be burning dust off of the heating coils that may cause a burning smell in the room)
Facilities Management –
Public Area HVAC & PTAC Maintenance Log
TMI Hospitality mandates the following cleaning schedule for all dryers including documenting model and serial numbers of all units located on property on the Washers Log located in your property’s Facilities Management Preventative Maintenance binder:

Monthly- (All Brands)
Check all belts and tightness of pad bolts and hoses for crack/bulges or water leaks
Ensure there are no water or chemical leaks
Check and clean all drain lines
Grease all fittings
Clean drain trough and lint traps

Quarterly- (All Brands)
Lubricate motors

If you need assistance with any washer and/or dryer repair questions please contact your Regional Maintenance Engineer or Speed Queen directly at (920) 748-3121.
Facilities Management –
Washer Maintenance Log
Document model and serial numbers of all units within your property on the designated section of the Hot Water Heater / Boilers Log located in your property’s Facilities Management Preventative Maintenance binder.
 
TMI Hospitality mandates the following cleaning schedule for all hot water heaters and boilers, document the following maintenance on the respective Hot Water Heater / Boilers Log located in your property’s Facilities Management Preventative Maintenance binder:
 
Monthly- (All Brands)
Clean the hot water tank burner cages
Quarterly- (All Brands)
Completely rinse tanks to prevent sediment build up
Check fresh air intake, exhaust and related controls
Facilities Management –
Hot Water Heater / Boiler Log
TMI Hospitality mandates a phone list containing contact information for all local service companies.

Three copies must be made and kept in the General Manager’s office, Facilities Management Preventative Maintenance binder, and the Guest Impressions binder.

This list must be updated on an annual basis and sent to the corporate maintenance department and the respective Regional Vice-President.
Facilities Management –
Local Service Company Phone List
All TMI Hospitality hotels will operate a defined, documented, and measurable “Deep Clean Program” at their properties. This program has established a comprehensive task list that will define what cleaning task needs to be completed.

This is a mandatory twelve (12) month annual program beginning on January 1 and concluding on December 31 of each calendar year. The execution of the Deep Clean program is set to occur in each guest room at a minimum of once per quarter.

If the room condition has worsened and needs immediate attention prior to its next scheduled deep clean, it is the responsibility of the Engineer, Executive Housekeeper, and General Manager to ensure that the challenges are immediately addressed and in no way negatively affect our guests experience).
 
All cleaning activities are to follow the Deep Clean Checklist, which provides a checklist of tasks to be completed for all guest rooms within each quarter, and are required to be documented on the TMI Hospitality Deep Clean Log which tracks the completion dates of all completed deep cleans. Both the checklist and the log are to be stored in the designated Facilities Management Housekeeping Essentials binder.
Housekeeping Essentials–
Deep Clean Program
All associates are required to attend, and successfully complete all mandated housekeeping training and certifications as set forth by their respective brand standards.

If there is an absence of housekeeping training brand standards, TMI Hospitality requires that all available brand training deemed available via an online, classroom, and or regional training offering that is defined by the brand as “best practice”, “optional”, “strongly recommended”, and/or “advantageous” become required training in lieu of the absence of a required brand training program.
Housekeeping Essentials–
Training Requirements
TMI Hospitality mandates the General Manager completes a weekly audit covering building exterior, pool/spa area, pool mechanical room, public area, equipment, utility mechanical room, log books and engineering office.

This audit is to be documented on the GM Weekly Maintenance Checklist form and stored in your property’s Facilities Management Preventative Maintenance binder.
Facilities Management –
General Manager Maintenance
TMI Hospitality mandates the following maintenance schedule on your pool ventilation. The full inspection checklist can be found on the Pool Ventilation System form and must also be documented on the Pool Ventilation Code Log.

Every Two Weeks- (All Brands)
Change air filters

Monthly- (All Brands)
Check the blower belt, and evaporate and condenser coils for dirt and buildup. Clean with hose and system power off if needed

Quarterly - (All Brands with Dectron/DryAire units)
Replace all belts

Semi-Annually- (All Brands)
Have outside local service company check and clean all coils
Facilities Management –
Pool Ventilation System
TMI Hospitality mandates the following maintenance schedule on your pool chemical feeder. The full inspection checklist can be found on the Pool Chemical Feeder form. 

Every Two Weeks- (All Brands)
Clean feeder probes
 
Quarterly- (All Brands)
Remove the top of the chlorine feeder and inspect coil spring assembly and piston boot for damage or build-up
Facilities Management –
Pool Chemical Feeder
TMI Hospitality mandates the following maintenance schedule for your kitchen and dining areas. The full inspection checklist can be found on the Kitchen and Dining Area form.
 
Monthly- (All Brands)
Check overall condition of dining and prep areas
Ensure all dishware is clean, non-chipped, and remains in new or “like new” condition
Ensure all guest food prep items such as coffee maker, juice machine, waffle irons, toasters, griddles, conveyor toasters, and/or refrigerators are in working order
Test all electrical outlets and repair as needed
Change light bulbs as needed
Check the following items on your dishwasher:
Heating elements
Chemical dispensing unit
All switches and gaskets
Drain and overflow tubes
Suction screens
Spray nozzles
Plumbing pipes
Check the following items on your refrigerator:
Condensate pan
Door gaskets
Clean all evaporator coils
Clean all condenser coils
Ensure tight electrical connections 
Facilities Management –
Kitchen and Dinning Area
TMI Hospitality mandates the following maintenance schedule for your property key control. Document the following steps have been adhered to on the respective Key Control Log located in your property’s Public Area Preventative Maintenance binder:

Monthly- (All Brands)
Inventory all keys in your key box
Verify and audit all keys on each key ring and emergency box
Review key log is being used on a daily basis
Ensure glass is in place and secure on your emergency box
Create a new emergency key with an expiration date one month out
Audit the employee log-in codes on your key card machine
Remove employees that no longer work at the property
Clean electronic locksets and front desk systems with key card cleaners

Annually- (All Brands)
Remake all fail safe keys at properties with the Ving lock system
Facilities Management –
Key Control Log
TMI Hospitality mandates all vacuum cleaners must be taken apart and cleaned. Check belts, brushes, and bearings and replace if needed once a month per vacuum.

Document the above maintenance on the respective Vacuum Cleaners Log located in your property’s Facilities Management Preventative Maintenance binder.
Facilities Management –
Vacuum Cleaner Log
Document model and serial numbers of all units within your property on the designated section of the Ice Machine Log located in your property’s Public Area Preventative Maintenance binder

TMI Hospitality mandates the following cleaning schedule for all ice machines located on property. Document the following maintenance on the respective Ice Machine Log located in your property’s Facilities Management Preventative Maintenance binder

Monthly- (All Brands)
Clean out the drain pan by pouring three parts water to one part bleach into ice overflow catch drain while using extreme caution to not spill bleach
Ensure coil fins are straight and aligned with the floor drains
Check the bin thermostat control, machine piping, fan blade, and air filter
Quarterly- (All Brands)
Clean evaporator with designated cleaning kit
Empty and clean ice machine (Unit specific directions are located on back or top front panel)
Change water filters
Facilities Management –
Ice Machine Log
TMI Hospitality mandates the following maintenance schedule for all emergency and exit lights on property. Document the following maintenance on the respective Emergency/Exit Lights Log located in your property’s Facilities Management Preventative Maintenance binder
 
Monthly- (All Brands)
Check to ensure all emergency lighting is fully operational. Repair as needed.
Check elevator and exit lights to ensure proper operation

Semi-Annually- (All Brands)
Perform a full battery condition cycle by turning off the appropriate circuit breaker for area of emergency/exit lights until battery goes dead (approx. 1-2 hours)
Facilities Management –
Emergency Lighting Log
TMI Hospitality mandates a full property smoke detector test quarterly and battery replacement twice during a calendar year.

After completion, document the test on the respective Smoke Detectors Log located in your property’s Facilities Management Preventative Maintenance binder.
Facilities Management –
Smoke Detectors Log
TMI Hospitality mandates a full fire system inspection per brand standard from your local Simplex-Grinnell:

Monthly- (All Brands)
Documented visual inspection performed on carbon monoxide detectors, fire extinguishers, and sprinkler valves

Quarterly- (All Brands)
Visual inspection performed on wet/dry systems
Documented Flow & Tamper Switch Test (Wet)
Documented Visual inspection (Dry)

Semi-Annual- (Hilton & IHG Only)
Documented Flow & Tamper Switch Test (Wet)
Documented Visual inspection (Dry)

Annual- (All Brands)
Documented Flow & Tamper Switch Test (Wet)
Documented Visual inspection (Dry)
Fire Alarm System Test
Fire Extinguisher

Document the above maintenance on the respective Fire Systems Log located in your property’s Facilities Management Preventative Maintenance binder.

Store the original copies of the completed documentation provided to you from your Simplex-Grinnell representative in the same binder behind the log.
Facilities Management –
Fire System & Carbon Monoxide Detector Log
All TMI Hospitality hotel level properties will operate a defined, documented, and measurable “Public Area Preventative Maintenance Program” at their properties.

This is a mandatory twelve (12) month annual program beginning on January 1 and concluding on December 31 of each calendar year

If the condition of the area has worsened and needs immediate attention prior to its next scheduled PM, it is the responsibility of the Engineer, Executive Housekeeper, and General Manager to ensure that the challenges are immediately addressed and in no way negatively affect our guests in any way).

This program has established a comprehensive task list that will define what maintenance task needs to be completed and when it is to be executed.

All preventative activities are required to be documented on the TMI Hospitality provided Public Area Preventative Maintenance Checklist and stored in the designated area per the property’s General Manager. This log is set for use within a calendar year and needs to be stored in the Facilities Management Preventative Maintenance Binder.
Facilities Management –
Public Area Preventative Maintenance
All General Managers, Assistant General Managers, and Operation Managers (if applicable) will combine to complete a documented inspection of every room at a minimum of once every two weeks.
 
All room inspections must be documented on the TMI Hospitality Management Room Inspection form and stored in the designated Facilities Management Housekeeping Essentials binder.
Housekeeping Essentials–
Guest Room Inspection Procedure
All associates are required to attend, and successfully complete all mandated housekeeping training and certifications as set forth by their respective brand standards.

If there is an absence of housekeeping training brand standards, TMI Hospitality requires that all available brand training deemed available via an online, classroom, and or regional training offering that is defined by the brand as “best practice”, “optional”, “strongly recommended”, and/or “advantageous” become required training in lieu of the absence of a required brand training program.
Housekeeping Essentials–
Training Requirements
TMI Hospitality mandates that all fitness room equipment be checked on a daily basis. The full inspection checklist can be found on the Fitness Equipment Inspection form.
Facilities Management –
Fitness Equipment Log
TMI Hospitality mandates that the following maintenance schedule for your property’s lawn irrigation system:

Monthly- (All Brands)
Check clock/timers set to correct time and each zone operates automatically
Check to assure all heads in each zone are operational
Inspect heads for leaks and proper spray patterns (away from building)
Make sure that your lawn care provider is not running over your sprinkler heads

Semi-Annually- (All Brands)
Full winterizing of system (Fall)
Full start-up of system (Spring)

For hotels that are in areas that experience major seasonal weather changes, mark “N/A” on your log during respective out of season months.

After completion, document the service on the respective Lawn Irrigation System Log located in your property’s Public Area Preventative Maintenance binder.
Facilities Management –
Lawn Irrigation System Log
TMI Hospitality mandates the following maintenance schedule for all dryers including documenting model and serial numbers of all units located on property on the Dryers Log located in your property’s Facilities Management Preventative Maintenance binder:

Monthly- (All Brands)
Check all belts / pulleys / bearings / chains / sprocket(s) and/or burner(s)
Clean burner cage area/electrical components/lint screen area and inspect lint screens for tears
Clean tumbler and touch up paint on guest dryers
Quarterly- (All Brands)
Lubricate drive chain
Replace chains / sprockets and belts as needed
Ensure there is no loose, frayed, or melted wiring
Ensure there are no leaks by using the soapy water test
(NOTE: Do NOT use an open flame to check)

If you need assistance with any washer and/or dryer repair questions please contact your Regional Maintenance Engineer or Speed Queen directly at (920) 748-3121.
Facilities Management –
Dryer Maintenance Log
TMI Hospitality mandates a full carpet clean to occur twice a year performed by FiberCare. This cost is already pre-budgeted into your hotels P&L.

After completion of cleaning, document the cleaning on the respective Carpet Care Log located in your Facilities Management Preventative Maintenance Binder.

Store the original copy of the completed documentation provided to you from your FiberCare representative in the same binder behind the log.
Facilities Management –
Carpet Care
All TMI Hospitality hotels will operate a defined, documented, and measurable “Guest Room Preventative Maintenance Program” at their properties.

This is a mandatory twelve (12) month program beginning on January 1 and concluding on December 31 of each calendar year. The documented preventative maintenance will occur at a minimum of once per quarter.

All maintenance activities are required to be documented on both the TMI Hospitality provided Guest Room Preventative Maintenance Checklist and Guest Room Preventative Maintenance Log stored in the Facilities Management Preventative Maintenance Binder. This log is set for use within a calendar year and needs to be completed accurately with the following information:

If the room condition has worsened and needs immediate attention prior to its next scheduled preventative maintenance, it is the responsibility of the Engineer, Executive Housekeeper, and General Manager to ensure that the challenges are immediately addressed and in no way negatively affect our guests in any way
Facilities Management –
Guest Room Preventative Maintenance
Training:
All staff that will come in contact with credit card numbers must be fully trained to meet property guidelines.
Employee has read and signed to acknowledge full understanding of the PCI training
Employee has completed the Information Security Awareness test online
File this document & proof of employee online test in Employee personnel file
Clear policies should be set for employees regarding the processing and storing of credit card information
Update your employees regularly with new or different measures being used to ensure PCI DSS Compliance
Make sure employees are up-to-date on any changes made that affect the security of the information you store or transmit
Re-Train all employees annually following the above listed 3 steps
Financial Habits–
PCI Compliance – Training
Front Desk Procedures:
Do not imprint credit cards
Do not retain copies of credit card numbers in a computer unless they are encrypted
Acceptable: FOSSE, OnQ, Opera, Choice Advantage, Softhotel
Unacceptable: Excel, Word, ACT, email
Do not retain paper copies of credit card numbers unless there is a business need & they are secured in a locked drawer with restricted access
Use the Third Party Credit Card Authorization Form when obtaining third party credit card information.
DO NOT WRITE THE FULL CC NUMBER ON THE THIRD PARTY CC AUTHORIZATION FORM
Full Credit Card numbers must only be entered into the appropriate field in the property management system software whereas it is masked and encrypted with limited access
Credit Card numbers are NOT to be communicated via email.
Financial Habits–
PCI Compliance – FD Procedures
General Managers are required to notify their Revenue Analyst on all Special Events and desired pricing for the event, at a minimum of one year out or as soon as the required information becomes available.

General Managers are required to work with their Revenue Analyst to set up seasonal pricing that adjusts with the fluctuation of guest demand rather than maintain a single price all year.

General Managers are required to test sell on a monthly basis thirty (30) plus nights at various dates to ensure availability for long term. If rooms cannot be sold, the General Manager is required to notify the Revenue Analyst immediately.

General Managers cannot sell more than half of their hotel’s guest rooms to group business unless receiving prior approval by their rea Director.
 
General Managers are expected to provide their Revenue Analyst with updated Government Per Diems for the following year (once released) annually from August 15 through August 31.
Financial Habits–
Revenue Management
General Managers are required to participate in all required revenue management training classes, calls and webinars as assigned by the Revenue Management and Training Departments. New General Manager revenue management training must be completed within the first ninety (90) days.

General Managers are expected to be able to access all revenue management systems, related to their brand, using their own credentials/passwords.

General Managers are required to monitor their inventory regularly using the following guidelines: Daily – look out monthly. Monthly- look out annually.

General Manager are required to fill out an IPA (Incremental Profit Analysis) for all group pricing requests for any piece of business that would displace another piece of business or it is believed that the hotel will sell out during the requested stay dates Using the IPA form ensures a mathematical decision is made as to what price point to offer a group and what the break even rate is. All IPA’s should be kept on file for reference.
Financial Habits–
Revenue Management
All TMI Hospitality associates that are issued a corporate US Bank Visa or MasterCard purchasing card must abide by the policy signed prior to receiving your card in addition to the following standards:

ALL company/business related transactions should be made on the company card including invoices under $500 where the vendor takes VI/MC

The purchasing card cycle runs from the 16th of every month to the next 15th (based on weekdays)

There is a 5-day window to lock down the postings. If lockdown is scheduled to occur on a weekend, it defers to the following Monday

All transactions need to be approved and allocated each Monday of the month by the card user

The activity report and all receipts must be mailed to the corporate office at the end of lockdown each month to the attention of the Accounts Payable- P-Card Receipts

Staple itemized receipt and a copy of the credit card receipt to the back of the report as they appear in date order & stamp the report with your property stamp
Financial Habits–
Purchasing Card Procedures

All TMI Hospitality hotels are mandated to purchase from the designated national account vendors at all times in order to obtain preferred pricing, efficiency and service.
Financial Habits–
Procurement & National Accounts
All TMI Hospitality hotels must adhere to the following retention standards:
After the appropriate timeframe for retention has been reached, dispose of the document via the Maxxafe Program or via paper shredder.
Items must be kept in a locked location until disposal if they have Social Security #’s, Credit Card #’s and/or more than one factor of personally identifiable information (i.e. Name & Address, Name & Phone #, etc.)

The Paperwork Retention Guidelines complete with an itemized document list and length of retention for each document can be found on MyTMI.
Financial Habits–
Paperwork Retention
Travelers Cheques
Each cheque must be countersigned in front of you, and the signatures on the cheque must match.
Verify the name and signature on the cheque match a government issued photo ID. Record the ID number on the cheque
Verify all security features on the checks. (A complete list can be found in the Counterfeit Identification posting in Public Folders/NSF Checks.)
 
Other Payment Options
Refer to the TMI Hospitality Check Acceptance Policy in MyTMI.
Financial Habits–
Check Acceptance
Personal Checks
Personal checks are not an acceptable method of payment for room or incidental charges. This includes all industry loyalty program members.
Exception - Advance deposits whereas sufficient funds can be determined prior to the guest stay (on the average it takes up to two weeks to verify a check has cleared)
Cashing of personal checks, either guest or employee, is not acceptable.
Financial Habits–
Check Acceptance
All unpaid invoices must be written off in the hotel property management system after ninety (90) days.

Any correspondence including original invoice, emails, letters, etc. regarding the debt must be forwarded to the TMI Hospitality corporate level direct bill coordinator.
Financial Habits–
Bad Debt Procedures
Financial Habits–
Direct Bill Procedures
All TMI Hospitality hotels must adhere to the following Direct Bill standards:

Files must be organized per TMI Hospitality guidelines as stated on the direct bill procedures document
All accounts must go through the direct bill authorization procedure before the account is activated in your PMS system
All direct bill folios and invoices must be mailed on a daily basis to all guests that have checked out
Payment must be posted and deposited within 72 hours
The collection process must be followed per company direct bill procedures

Refer to your specific front office system Direct Bill Procedures manual on MyTMI for any additional information.
All TMI Hospitality General Managers are required to report weekly revenue, labor and cost controls on the TMI Hospitality Bullet Report

Items also included in this report are General Manager Room inspections and management schedules. This report is to be e-mailed to the Area Director weekly and/or per request.
Financial Habits–
Bullet Report
All TMI Hospitality General Managers are mandated by the AD to utilize one of the following two options when completing the properties monthly P&L critique:

1) Follow your region’s criteria set forth by your respective Regional-Vice President
--OR--
2) Use the standardized TMI Hospitality P&L Critique document
Financial Habits–
P & L Critique
Area Directors and Regional Vice Presidents of Properties
Ensure PCI-DSS Information Security Policy & Procedures are in place at properties
PCI-DSS Annual Information Security Property Checklist signatory
 
General Manager
Implement PCI-DSS Information Security Policy and Procedures are in place
PCI-DSS Annual Information Security Property Checklist signatory
Update PCI-DSS Information Security Policy & Procedure relative to changes in business practices
 
Refer to the TMI Hospitality PCI Compliance Policy in MyTMI
Financial Habits–
PCI Compliance – Responsibilities
Training:
All staff that will come in contact with credit card numbers must be fully trained to meet property guidelines.
Employee has read and signed to acknowledge full understanding of the PCI training
Employee has completed the Information Security Awareness test online
File this document & proof of employee online test in Employee personnel file
Clear policies should be set for employees regarding the processing and storing of credit card information
Update your employees regularly with new or different measures being used to ensure PCI DSS Compliance
Make sure employees are up-to-date on any changes made that affect the security of the information you store or transmit
Re-Train all employees annually following the above listed 3 steps
Financial Habits–
PCI Compliance – Training
The six main control objectives for PCI DSS compliance and validation are as follows:
Build and Maintain a Secure Network
Protect Cardholder Data
Maintain a Vulnerability Management Program
Implement Strong Access Control Measures
Regularly Monitor and Test Networks
Maintain an information security Policy
Financial Habits–
PCI Compliance – Six Control Objectives
If the monthly limit has been used and more funds are needed or if you temporarily need your one-time transaction limit increased; contact your supervisor and the Treasury Department – this increase is immediate and is lowered again after purchase.

Credit card limit increases are available Monday through Friday between the hours of 8am-4:30pm (CST)
 
If your personal vehicle is used for approved company travel, an expense report must be completed & turned in to the Corporate Office.

Gas is only allowed on the P-card if you have a shuttle at your hotel or if you were approved for a rental car.

All company P-cards are to be used whenever possible & if purchases are made with personal credit cards or cash, an expense report must be completed & submitted to the corporate office for reimbursement. 

Certain Merchants are not opened on the purchase card, because they are not an everyday use to a hotel such as department stores however we are able to open them; contact your supervisor and the Treasury Department.

Credit card gift cards are not allowed on the purchase card, however store and restaurant gift cards are.
Financial Habits–
Purchasing Card Procedures
Inform the guest that our system gets approval for estimated total amounts and often end up placing more of the guest's money on hold than they actually spend. Releasing the hold may take up to fourteen business days or longer after check out depending on the guests banking institution.

If the guest chooses to continue use of the Debit Card as form of payment, swipe the guest card and process an immediate charge of the full room rate and tax for the anticipated stay, plus an additional $25 to cover incidentals, or up to the maximum limit of $750 for Modern Essentials/Select Service or $1000 for Extended Stay.

Refer to the TMI Hospitality Debit Card Procedures in MyTMI.
Financial Habits–
Debit Card Procedure
Company Checks
Acceptable method of payment for Accounts Receivable invoices
Acceptable for Group Advance Deposits & Group Payment
Acceptable Groups – Motor Coach, Colleges & High Schools
Collect group payment at check in so that a “sufficient funds call” to the issuing bank can be completed prior to group check-out.
Cashing of company checks is not permitted
Financial Habits–
Check Acceptance
Any rebates and/or refunds made at a TMI Hospitality hotel must be documented on the standardized Rebate Log

This log must be completed with the following information:
Date of Rebate
Room and Folio Number
Guest Name
Amount
Form of Refund (Cash/Credit Card)
Explanation (Rebate Code & Reason Why)
Guest Service Agent Initials
Financial Habits–
Rebate Log
Payment Card Industry (PCI) Compliance is a set of security standards that were created by the major credit card companies (American Express, Discover Financial Services, JCB, MasterCard Worldwide, and Visa International) to protect their customers from increasing identity theft and security breaches.
Financial Habits–
PCI Compliance – What is it?

All TMI Hospitality hotels must have signed rate contracts for all local Transient Negotiated Accounts or any group accounts documented and kept on file for a minimum of two years.
Sales & Marketing–
Local Negotiated Rate Documentation

All TMI Hospitality General Managers are required to complete both the Monthly Online Review and Bi-Annual Online Review exercises and submit to the corporate eCommerce Manager and Vice-President of Sales & Marketing for review.
Sales & Marketing–
eCommerce
To ensure consistency, all professional photo shoots must either be scheduled by or approved by Corporate Communications.

All professional photos must be approved by the corporate Graphic Design Manager before being submitted for both brand and TMI Hospitality related websites.

All newly renovated hotels and newly opened hotels must schedule a new photo shoot within 30 days after completion of renovation or opening of your hotel.
Sales & Marketing–
Hotel Photography

All TMI Hospitality Front Office Associates will be trained on the RPM Program during positional training by either the General Manager or Assistant General Manager.
Sales & Marketing–
Revenue + Phone = Money (RPM)

All group leads or RFP’s received from either TMI Hospitality or direct to the hotel will be replied to within one business day- preferably within the same business day.
Sales & Marketing–
Group Lead/Transient RFP Response
All TMI Hospitality General Managers must remain active and visible through a minimum of one of the following community organizations while attending a minimum of one meeting per quarter:
Convention & Visitors Bureau
Local Chamber of Commerce
Other local business association

All Directors of Sales, and/or Sales Managers must be a member of a minimum of two local organizations and attend meetings and events when possible to ensure promotion and networking of the property.
Sales & Marketing–
Community Involvement

Any review deemed as serious in nature will be sent to the General Manager, Area Director, Regional Vice President and Director of Corporate Communications to work together to formulate an appropriate response. This may include anything beyond the typical cleanliness, staff attitude, location, or noise issues.

You are required to post your response as a “Note” within the ticket for approval before it is posted. You will receive a reply within 1 business day.

If you have any questions or would like assistance generating a response, email Guest.Reviews@TMIHospitality.com.
Sales & Marketing–
Revinate
All TMI Hospitality properties will follow the following established standards when operating within the Revinate environment:

Responses are required for 1, 2 and 3 star reviews. Responses should be posted as soon as possible, but no later than 72 hours from when the ticket was created.  
When a review comes in with 1, 2, or 3 stars, the eCommerce team will assign a ticket in Revinate to the property General Manager and/or Sales Manager.
The ticket will come from Guest.Reviews@TMIHospitality.com.
Area Directors will be added as “Watchers” to every ticket created by the eCommerce team.
Regional Vice Presidents may also be added as Watchers per their request.
It is important to investigate and understand the guest issue, have an honest resolution to report back to the reviewer, and above all else, stay professional. Your response represents your property and TMI Hospitality to the online community.
Once a response is posted, resolve the ticket in Revinate to notify everyone involved.
Respond to 4 and 5 star reviews at you discretion (see Response and Review Guidelines below)
Sales & Marketing–
Revinate
All TMI Hospitality General Managers must complete and submit an Annual Sales and Marketing Plan per the TMI Hospitality provided template.

This marketing plan will detail the hotel’s sales and marketing annual goals through strategic quarterly plans, objectives and tactics.

Upon request, action plans will be submitted to the Director of Regional Sales with a copy to the Area Director.
Sales & Marketing–
Annual Sales & Marketing Plan
All TMI Hospitality guests must be prompted for corporate account information at the time of both reservation and check-in, if not previously provided on the guest folio within the company name field.

General Managers are responsible to audit a minimum of one reservation call per week that occurs at the hotel and document on the weekly GM checklist.
Sales & Marketing–
Corporate Guest Identification
All TMI Hospitality General Managers must complete and submit an Annual Sales and Marketing Plan per the TMI Hospitality provided template.

This marketing plan will detail the hotel’s sales and marketing annual goals through strategic quarterly plans, objectives and tactics.

Upon request, action plans will be submitted to the Director of Regional Sales with a copy to the Area Director.
Sales & Marketing–
Annual Sales & Marketing Plan
All TMI Hospitality hotels must utilize either a TMI Hospitality Call Back Log or the provided brand specific log

All guests must be contacted no sooner than ten (10) minutes, but no longer than thirty (30) minutes after check-in to ensure guest satisfaction

This log should be kept in the Guest Impressions binder
Guest Impressions–
Call Back Logs

Hotels undergoing renovations are required to notify guest (if deemed necessary) of renovations that directly affect guest satisfaction. A letter of explanation directly from the General Manager will be placed in each room during the renovation thanking the guests for their understanding as well any of the following examples must be used as deemed necessary due to renovation schedule and project status.
Guest Impressions–
Renovating Hotel Requirements
Red or Yellow Zone Requirements
Emphasis will be placed upon the documented involvement of the Area Director with Guest Satisfaction/Quality Assurance performance of assigned hotels. The Area Director will be required to visit any RED zone hotel at least once per week until the hotel is scoring 50% in the CLEAR zone.
EXAMPLE: Fairfield Inn & Suites has a brand specific score of 78.0-84.9 that equates to a clear score. The hotel would need to score 81.5 or above to meet the above standard.

If this is deemed logistically impossible due to outside circumstances, communication must be made with the Director of Quality Assurance, Sr. VP of Quality and Performance Improvement, Senior Vice-President of Operations, and the respective Regional Vice-President.
Guest Impressions–
Quality Assurance
The guest recovery budget is determined based on one dollar per guest room, per month within your hotel
(i.e. - $50 budgeted for a 50 room hotel per month, 100 budgeted for a100 room hotel per month).

The guest recovery budget is designed to serve as a service recovery tool on items such as service recovery baskets, apology note cards, coffee gift cards, etc.

The guest recovery budget is not allowed to be utilized for any employee appreciation celebrations. There is a separate budgeted line item found on your Profit and Loss Statement for these appreciations.
Guest Impressions–
Guest Recovery Budget
Verbal Guest Comments
Any challenge originated from the guest in person or phone call must be responded to by the property General Manager within no more than twenty-four (24) hours and while there guests is still in-house whenever possible
 
Guest Complaint Investigation
Any guest complaint that requires any type of investigation must be acknowledged immediately by the property General Manager keeping in mind that TMI Hospitality’s Human Resources Department may have to be involved as necessary. The guest must be advised that the complaint will be researched and response and/or resolution date must be communicated
Guest Impressions–
External Guest Relations

All TMI Hospitality hotels must utilize a Call Around Log to quantify current rates and availability for hotels both within your comp set, and immediate geographic area (i.e.-citywide on peak nights).
Guest Impressions–
Call Around Logs
All TMI Hospitality hotels must utilize either a TMI Hospitality Service Recovery Log or your Guest Impressions binder.

This log will document the following:
Guest name(s)
Guest room number / location
Date and time service problem was reported
Description of service problem
Who reported (Associate / Guest)
Description of resolution
Guest Impressions–
Service Recovery Logs

Quality Management Directors are required upon completion of any site visit, to complete the QMD Inspection form found in Sales Force within seven days of the visit.
Guest Impressions–
QMD Property Inspection
Area Directors are required upon completion of any site visit, to complete the Property Visit Recap form found in Sales Force within three business days of any hotel visit.

This form is used to communicate with both the Quality Assurance Department and corporate level team members document all aspects of the respective visit regardless of reason or length of time spent on property.
Guest Impressions–
Area Director Property Recap
All Area Directors will conduct semi-annual property reviews utilizing the TMI Hospitality AD Property Review. These reviews will occur between the months of January through June and July through December. These reviews will be completed at the hotel with the General Manager.

The finalized review complete with observations and supporting documentation must be uploaded and saved to Sales Force within seven (7) days of completion of the review. Copies of the final review must be made available via email to the property General Manager at that time.
Guest Impressions–
Area Director Property Reviews
If a hotel scores in the YELLOW zone for guest satisfaction for four (4) consecutive weeks as shown our on GSS Differential Report, the property will be required to create an action plan using the GSS Action Plan form to be submitted to the QA Department for review. Conference calls involving all appropriate company personnel may be established within seven (7) days.

If any hotel scores in the RED zone for guest satisfaction for one (1) week as shown on the GSS Differential Report, General Managers are required to submit an action plan to the QA Department weekly until the hotel is fifty percent (50%) within the specific hotel’s brand CLEAR zone.
EXAMPLE: Fairfield Inn & Suites has a brand specific score of 78.0-84.9 that equates to a clear score. The hotel would need to score 81.5 or above to meet the above standard

The requested weekly action plans may consist of SMART goals, property SWOT analysis, guest survey information and/or explanation of remedy, etc.
Guest Impressions–
Submittal of Action Plans
Conference calls may be arranged by both the Sr. VP of Quality and Performance Improvement and the Director of Quality Assurance. The Quality Management Directors will also become involved in this process if warranted by current operational assignment and/or need.

Regional Vice Presidents will hold weekly conference calls with the General Managers and Area Directors to any hotel currently in the RED or low Yellow scoring zone and subsequently will send full recaps of those calls to the corporate Quality Assurance Department.
NOTE: (RED zone will be defined as a hotel’s current weekly or monthly score scoring in the RED zone for two consecutive weeks as opposed to their rolling score).
Guest Impressions–
Quality Assurance
Found Item: Cash
Any cash found must be kept in a safe or secured locked area for 180 days or longer if established by local/state law.
 
Found Item: Credit Cards
All credit cards found must be reported to the credit card company via the phone number listed on the back of the card.
Inform the company that the credit card will be destroyed, then shred the card immediately.
 
Return of items via shipping methods
Any items that need to be returned to a guest who cannot physically retrieve the item must be shipped complete with a tracking label and number.
 
Any shipping fees associated with a lost and found item can either be paid by the guest, or to ensure guest satisfaction be paid for by the hotel.
Guest Impressions–
Lost & Found Procedures
Articles found on the property, including guestrooms and public areas, must immediately be secured in the hotel’s lost and found designated area where the item is documented in either your front office system (i.e.-FOSSE, Opera, OnQ, etc.) or on a TMI Hospitality Lost and Found Log.

Any items must be assigned a monetary value. If an item is valued at over $50, the item must be locked and stored in a secure location for 180 days or longer if established by local/state law. If the item is deemed as $49 or below, follow the same steps as listed above with the exception that the items must be kept 90 days.
Guest Impressions–
Lost & Found Procedures
The guest appreciation budget is determined based on one dollar per guest room, per month within your hotel
(i.e. - $50 budgeted for a 50 room hotel per month, 100 budgeted for a 100 room hotel per month).

The monthly budgeted guest appreciation amount must be used in full on items and/or events to impress our guests.

The guest appreciation budget is designed as a proactive tool to impress our guests and is not meant to serve as a service recovery tool.

The guest appreciation budget is not allowed to be utilized for any employee appreciation celebrations. There is a separate budgeted line item found on your Profit and Loss Statement for this appreciation.
Guest Impressions–
Guest Appreciation Budget
TMI Hospitality mandates that our hotels have a designated Manager on Duty who is authorized to make room rate adjustments and guest recovery decisions present on property from 7am – 7pm, seven days per week.

Any day that the General Manager is scheduled to be on property, they must be at the hotel with a start time no later than 7am to ensure we have key leadership coverage during peak check-out and breakfast times as business needs demand.
Guest Impressions–
Management Visibility
All TMI Hospitality hotels are required to maintain a service recovery policy including but not limited to the following items for use at any time where a guest perceives a negative image or feeling of the property:

Brand Survey Response
Abide by preset brand standards in regards to responding to online surveys
 
Written Guest Comments
Any additional guest comments communicated via mail, comment cards, and/or email from a guest or your brand customer service center must be responded to by the property General Manager within forty-eight (48) hours
 
Verbal Guest Comments
Any challenge originated from the guest in person or phone call must be responded to by the property General Manager within no more than twenty-four (24) hours and while there guests is still in-house whenever possible
 
Guest Complaint Investigation
Any guest complaint that requires any type of investigation must be acknowledged immediately by the property General Manager keeping in mind that TMI Hospitality’s Human Resources Department may have to be involved as necessary. The guest must be advised that the complaint will be researched and response and/or resolution date must be communicated
Guest Impressions–
External Guest Relations
The pass on log provided by TMI Hospitality serves to communicate and document important information amongst associates. The pass on log is a legal document that must remain bound, with all documents completed in black or blue ink and free of whiteout.

This is a log that must be reviewed, acknowledged, and signed off by both property management and the respective guest service agents on staff during every shift.

This log should be kept in the Guest Impressions binder.
Guest Impressions–
Pass-On Logs
If a hotel is scoring YELLOW or RED in guest satisfaction, any vacation time must be approved by both the respective Area Director and Regional Vice President. A full operational plan complete with management coverage and guest service focuses during this absence will be required.

TMI Hospitality also highly discourages property management teams from taking vacation time during the month of July due to high summer occupancy and the start of new tracking waves. Exceptions to this standard would include a property consistently tracking in the green scoring zone, pre-approved trips, etc.

Hotel labor models need to reflect the guest demands during peak times. If a hotel is scoring RED or YELLOW and/or is undergoing renovation, labor budgets have been established to ensure that we have enough staff working during high occupancy demand including check-in, check-out, breakfast and social hours.
Guest Impressions–
Labor Models
All TMI Hospitality hotels will operate a defined and documented weekly leadership meeting at their units. This is a mandatory standard to increase open communication amongst key property personnel to ensure the team is prepared to impress both our internal and external guests.

All leadership associates are required to attend this meeting led by the property General Manager. Meetings must not occur during peak guest traffic times (7am – 11am or 4pm – 8pm) or as dictated by business needs.
 
Any associates are encouraged to attend the weekly meeting at the discretion of the General Manager. It is advised that any non-management personnel have limited access to any proprietary information that is deemed key to the daily operation of the property that may be discussed during this meeting.
Including but not limited to property financials, private guest information, and/or any confidential items key to the daily operation.

All meetings will be documented on the TMI Hospitality Weekly Leadership Meeting form and be completed with a recap of the meeting notes, date, time, attendees, and action plan (if applicable).

The completed meeting notes should be stored in the General Manager’s office accessible at any time to an Area Director, Quality Management Director, Brand Auditor, Regional-Vice President, and Corporate Executive personnel upon request. Keep on file for six (6) months.
Employee Development–
Weekly Leadership Meeting
All candidates will be interviewed utilizing the TMI Hospitality approved Interview Guide

All completed interview questions complete with notes kept on file for twelve months.
Employee Development–
Interview Guide

All TMI Hospitality hotels must have a communications board posted in a high traffic back of the house location to communicate with their teams.

Mandated items to be posted include:
Property GSS data and goals
Special Events
Comment Cards
Survey Responses
Team Awards

Other team member items that have been approved by the General Manager can also be posted here.
Employee Development–
Employee Communications Board

Area Director’s should be aware at all times in staff recruiting, and able to assist with the hiring process. If GSS or T.O.P.S. programs are failing due to a property being short staffed, or if the GSS scores are in the yellow or red the Area Director needs to be involved immediately in staffing/recruiting for any open positions.
Employee Development–
Area Director Staffing Assistance
All TMI Hospitality hotels regardless of brand, will participate in a daily huddle conducted utilizing your brand standard format.

If your brand does not have a specified huddle program, your hotel is required to utilize the TMI Hospitality Daily Huddle Guide.

Huddles should occur during a time that ensures the highest associate participation while minimizing negative impact on overall guest relations.

The daily huddle should be posted on the property communications board for the remainder of the day after your huddle is completed and all documentation of completed huddles must be kept for thirty (30) days in your Guest Impressions binder.
Employee Development–
Daily Huddle
All TMI Hospitality General Managers are required to complete their specified brand training in addition to the following:

First Day -
Area Director Welcome
General Manager Turnover Report
 
First Ten (10) Days -
Train with a designated LEAD General Manager within your same brand

First Ninety (90) Days -
Attend and complete TMI Hospitality Culture training at the corporate office in Fargo, ND
Attend and complete TMI Hospitality Revenue Management training in Peoria, IL 
Employee Development–
TMI Hospitality GM Training
All hotel associates must complete TMI Hospitality orientation on the first day of training prior to starting their job duties.

The management staff will utilize the TMI Hospitality approved employee orientation booklet that is available in both English and Spanish, provided by the corporate office.

Additional copies along with the Leader’s Guide are available on MyTMI under Employee Orientation Booklet or Employee Orientation Leader’s Guide

All hotel associates must complete all brand specific orientation per brand standards and kept in the associates file.
Employee Development–
Orientation Procedures
All associates are required to complete their respective training checklist within the first week of hire. All training checklists can be found via MyTMI or your respective brand sites.

Completed documents should be kept in the associate’s employee file in the General Manager’s office. Upon termination of employment, send the entire file to the TMI Hospitality Corporate Office, Attn: Human Resources.
Employee Development–
Recruiting, Training, & Orientation
The following checklists must be completed and stored per the designated requirements listed below:

Guest Service Agent Shift (AM/PM/NA) Checklist
All Guest Service Agents will complete a checklist every shift per your brand. All checklists should be kept for a minimum of seven (7) days.
 
Daily General Manager Checklist
All General Managers must complete the Daily General Manager Checklist for thirty (30) days of hire or as directed by Area Director.
 
Weekly General Manager Checklist
All General Managers must complete a Weekly General Manager Checklist for the first sixty (60) days of hire or as directed by Area Director.

Monthly General Manager Checklist
All General Managers must complete a Monthly General Manager Checklist for the first six (6) months of hire or as directed by Area Director.
 
Brand Training Checklist
All hotel associates must complete all position specific checklists if required by brand.
Employee Development–
Operational Checklists
TMI Hospitality Assistant General Managers are required to complete the following:

First One Hundred Eighty (180) Days (All Brands) -
Completion of STEP binder with General Manager support and signoff

Within First Year (365) Days (All Extended Stay Hotels)-
Attend and complete TMI Hospitality Culture training at the corporate office in Fargo, ND
Employee Development–
TMI Hospitality GM Training
The purpose of the OSHA Recordkeeping plan is to ensure timely and accurate reporting of OSHA recordable injuries. The below positions have been designated with the following responsibilities to ensure TMI Hospitality remains compliant with the companywide OSHA Recordkeeping policy:

General Manager
Maintaining the hotels OSHA 300 Logs, OSHA 300a Annual Summary, and the Incident Reports.
Ensuring the OSHA 300a Annual Summary is completed and properly posted
Ensuring all associates are trained and understand their responsibilities for reporting all accidents, injuries, and near misses.
Conducting investigations to determine cause and corrective action

All Employees:
Immediately reporting all incidents, no matter how minor, to your supervisor or General Manager.
Safety & Risk Management–
OSHA - Responsibility
The purpose of the OSHA Recordkeeping plan is to ensure timely and accurate reporting of OSHA recordable injuries. The below positions have been designated with the following responsibilities to ensure TMI Hospitality remains compliant with the companywide OSHA Recordkeeping policy:

General Manager
Maintaining the hotels OSHA 300 Logs, OSHA 300a Annual Summary, and the Incident Reports.
Ensuring the OSHA 300a Annual Summary is completed and properly posted
Ensuring all associates are trained and understand their responsibilities for reporting all accidents, injuries, and near misses.
Conducting investigations to determine cause and corrective action

All Employees:
Immediately reporting all incidents, no matter how minor, to your supervisor or General Manager.
Safety & Risk Management–
OSHA
This training program must apply to all associates and cover the following emergency information:
Emergency Call List found on MyTMI
Emergency Action Plans
Fire Evacuation
Bomb Threat
Medical Emergencies
Drowning
Tornado
Earthquake
Power outage
Robbery
Assault
Fire Prevention Plan
Safety & Risk Management–
Emergency Preparedness Plan
All new associates must be trained in the emergency evacuation program when beginning their job.

All associates must be trained in any changes in the plan and re-trained annually.

Document training on the Emergency Preparedness Training form found on MyTMI
Safety & Risk Management–
Emergency Preparedness Plan
The General Manager verifies that all chemical containers received for use are properly labeled, that the chemical is on the Chemical List and that there is a current MSDS on file.

Department supervisors will verify that all secondary containers are labeled with the chemical name and hazard warning. The chemical name on each MSDS will be the same as that used on the container label
 
Safety & Risk Management–
Container Labeling
All TMI Hospitality hotels will operate a documented and readily available to all associates Hazard Communication (HazCom) plan at your property.

The purpose of the Hazard Communication plan is to:
Ensure the safety and health of our employees
Provide information and training on the chemical hazards within the hotel
Provide education and training to employees working directly with chemicals
Safety & Risk Management–
Hazcom / Employee Right to Know
Personal Protective Equipment (PPE)
Associates are required to wear protective gloves while performing tasks that require the handling of soiled linen and towels. Goggles are required to be available for eye protection when changing chemicals, dispensing chemicals and working with maintenance projects where the eyes may be exposed to wood or metal shavings, chemicals, etc. Aprons must be available for use in protecting the body and clothing from exposure to blood or chemicals.

Bloodborne pathogen kits are available to Red Team members and include protective equipment and cleaning and disposal materials. All Red Team members will utilize the Sharps Container Program.
Safety & Risk Management–
Bloodborne Pathogens / RED Team
Property Level Safety Committee (RED Team)
The Red Team at each property is made up of the General Manager and three or four other designated employees as applicable to the hotel size. Red Team members are trained and certified to handle, clean up and dispose of potentially contaminated materials such as needles, linen, etc.
 
The duties of Safety Committee/RED Team members include:
Performing a monthly self-inspection of the area they represent
Communicating with the other employees on safety issues
Encouraging safe work practices among co-workers
Attend both initial and annual bloodborne pathogen training
Respond to reported bloodborne pathogen incident
Ensure proper disposal of item contaminated with bloodborne pathogens and Sharps objects

The Hepatitis B vaccination (HBV) series is offered, at no cost, to Red Team Members

The employees listed above may decline the vaccination series. Employees that decline must complete and sign the Hepatitis B Declination Form found on MyTMI.

Vaccination records must be kept in the employees personnel file.
Safety & Risk Management–
Bloodborne Pathogens / RED Team
All TMI Hospitality hotels must maintain a Safety and Risk Management Binder that contains the most current information as provided by the TMI Hospitality corporate office team.

This binder must be kept at the front desk and kept available at all times for associate access.
Safety & Risk Management–
Binder
OSHA 300 Log –
Used to record associate injuries that result in lost time, work restrictions, or medical treatment beyond first aid. OSHA logs must be retained on file for 5 yrs

OSHA 300a Annual Summary –
Used to summarize the site injuries for the year. Must be posted from Feb 1 to April 30 for employees to review. Must be retained on file for 5 years.
Safety & Risk Management–
OSHA – Incident Reporting Form
The written plan must be readily available for associates to review. Emergency Evacuation Plan can be found on MyTMI

Each workplace must have a written emergency action plan for evacuation of associates that includes:
Evacuation routes and procedures for all associates/guests
Procedures for employees expected to stay behind and assist with critical operations before evacuating
Procedures for accounting for all evacuated associates/guests
The means for associates to report emergencies
Safety & Risk Management–
Emergency Preparedness Plan
The General Manager is responsible for establishing and maintaining the site MSDS file.

Old MSDSs will be placed in a “MSDS Archive” file and retained for 30 years.

MSDSs will be readily available to employees in the MSDS binder located in the laundry room.
 
Safety & Risk Management–
Material Safety Data Sheets
Maintenance/Engineering:
Ensure pool chemicals are properly labeled and stored. Each pool pump room should have an appropriate protective equipment

All Employees:
Attending initial and annual training
Always reading the labels and MSDS of the chemicals they handle
Always following the safe handling procedures
Always wearing the required protective equipment
Safety & Risk Management–
Hazcom / Employee Right to Know
The below positions have been designated with the following responsibilities to ensure TMI Hospitality remains compliant with the companywide Hazard Communications plan:

 General Manager:
Reviewing and updating this plan as necessary, or at least annually. Annual Hazard Communication Training can be found on MyTMI
Ensuring all employees receive initial and annual training
Monitoring safe work practices regarding chemical handling and storage.
Maintaining training records as indicated below.
Being available to answer questions from employees regarding this plan
Providing a copy of this plan upon request from an employee
Safety & Risk Management–
Hazcom / Employee Right to Know
All TMI Hospitality hotels will operate a documented and readily available to all associates lock-out/tag-out plan at your property.

The below positions have been designated with the following responsibilities to ensure TMI Hospitality remains compliant with the companywide lock-out/tag-out initiative:

General Manager:
Reviewing and updating this plan as necessary, or at least annually.
Administering training on lock-out/tag-out for all equipment or machines. Annual Lock-Out/Tag-Out Training form can be found on MyTMI

Maintenance/Engineering:
Equipment service and maintenance.
 
All Employees:
Attending initial and annual training
Safety & Risk Management–
Lock Out / Tag Out
Training
Associates will be educated and trained on bloodborne pathogens and how to identify potential exposure incidents. Annual Bloodborne Pathogens Awareness Training form can be found on MyTMI.
 
Associates are instructed to visually inspect beds, towels and trashcans for blood, bodily fluids, or needles. Associates are instructed not to touch or handle these items and to immediately contact their supervisor, general manager, or Red Team member.
Safety & Risk Management–
Bloodborne Pathogens / RED Team
Hotel staff is required to follow the hotel safety program and procedures that have been established in the AWAIR program.
 
The below positions have been designated with the following responsibilities to ensure TMI Hospitality remains compliant with the companywide AWAIR initiative:
 
General Manager:
Ensure that a hotel safety committee/RED Team is formed and is carrying out the responsibilities as described in the Safety and Risk Management binder
Ensure all associates and supervisors are trained to perform their jobs safely. Ensure training is properly documented.
Ensure all incidents are fully investigated and corrective action taken to prevent the hazardous condition or behavior from happening again.
Complete all forms and reports necessary as established by the corporate office, the insurance carrier, and the federal and state agencies. Ensure a record of injuries and illnesses is maintained and posted as described in the Safety and Risk Management binder.
Conduct visual inspections daily and a formal, documented inspection monthly to ensure that all-unsafe conditions and practices are identified and corrected. The GM Monthly Safety Inspection and GM Monthly Safety Observation Checklist can be found on MyTMI..
Distribute all appropriate personal protective equipment i.e. gloves, aprons, goggles to employees.
Set a good example by following established safety rules and procedures
Discipline any employee who violates a safety rule or performs his job in an unsafe manner.
Safety & Risk Management–
AWAIR
TMI Hospitality has multiple self-inspection tools for your property. These tools will serve as a method of determining hazards that exist on the property and as a training tool to the staff for recognize deficient conditions.

The General Manager is required to complete a comprehensive inspection of the property at least once every six (6) months and kept on file for Area Director review. Review the Self-Inspection Checklist found on MyTMI
Safety & Risk Management–
Self-Inspection Checklist
The General Manager has been designated with the following responsibilities:
Acts as the designated spokesperson and is the only associate that should communicate with the media

Responsible for maintaining contact with the corporate offices regarding crisis situations and media communications

Responsible for ensuring all associates are trained in regards to confidentiality and media communications

Property associates are responsible for adhering to the confidentiality and media communication procedures

All associates and management will cooperate with the authorities and refer the media to them. Management will acknowledge its intention to cooperate with all investigating authorities and if necessary, conduct its own study of the incident
Safety & Risk Management–
Release of Information
Incident Report –
All incidents (accidents, injuries, etc.) are recorded on the TMI Hospitality Incident/Accident Report. The incident report is used for both employee and guest incidents.

General Manager Incident Investigation –
The General Manager Investigation Report is located on page two (back side) of Incident Report. This report prompts General Manager to identify root cause(s) and develop corrective action plans.

First Report of Injury –
Associate injuries that require medical treatment are reported by following the Liberty Mutual Worker’s Compensation Claim Reporting procedures found on MyTMI
Safety & Risk Management–
OSHA – Incident Reporting Form
Full transcript