Air_Force_Lodging_Standards_Checklist__as_of_22_Sept_2014.pdf

AIR FORCE LODGING

STANDARDS

CHECKLIST

As of 22 September 2014

Checklist Guidelines

1. All scores must be calculated manually

2. No partial points will be used for scoring: If total points possible are 3, 3 points will be awarded if the requirement is met 100%, otherwise 0 points will be awarded; If total points possible are 1, 1 point will be awarded if the requirement is met 100%, otherwise 0 points will be awarded

3. Point areas can be null for items that have an approved/current waiver on file

4. In order for a line item to “meet the requirement” it must be in good condition, in working order and appropriate for guest use (e.g., furniture, appliances, equipment) and any documentation must be current

5. Installations must score an 80% in each section to achieve a passing score

6. Evaluate a minimum of 3-5% of rooms for each room type using a clean and vacant room report

7. Line items with two (**) denotes critical Inspector General checklist items

RECEPTION

1 Are trash receptacles (indoor and outdoor) available and clean? 1

2 Is designated handicap accessible (HA) vehicle parking available for guests during registration?

Is designated customer baggage drop off area available for all guests? AFI 34-246, 1.15.

3 Are guest registration and general parking areas clearly marked, free of debris, and lit during hours of darkness? AFI 34-246, 1.15.

4 Is the reception area entrance sufficiently lit? 1

5 Does the reception area have operational sensor doors? 1

6 Is an Americans with Disabilities Act (ADA) entrance ramp available (where applicable)? 1

7 Does the lobby area have a phone (with DSN access) available for guest use? 1

8 Are handicap accessible restrooms available in the guest reception area? 1

Is a beverage dispenser available providing only regular and decaffeinated coffee, and hot water to make regular/decaf tea, and hot chocolate at no charge? Any additional products (e.g., vanilla flavor) provided must be at a charge. Where coffee shops (Rickenbacker’s or similar) exist coffee and other hot beverages will not be served when the coffee shop is open.

10 Are signs kept to a minimum, (must have “Manager on Duty”) professionally displayed, and positively worded.

FRONT DESK AND RESERVATIONS

11 Do Guest Service Representatives (GSRs) stand to receive customers, provide an appropriate greeting, professionally address, and make eye contact with the guest? AFI 34-246, 3.6.1.

Upon check-in are guest(s) briefed on room rates, departure dates, check-out time, and provided a professional (legible) lodging map? Are guest email addresses verified for accuracy?

AFI 34-246, 3.6.6.2.; AFI 34-246, 3.6.3.

13 Are GSRs actively up-selling rooms? 3

14 Does the GSR verify the guest’s I.D. card when issuing or replacing room keys? AFI 34-246, 3.6.1.1.

Upon check-in, does the GSR ensure guest(s) checking in with a pet, signs the AF Inns Pet Policy Letter? Does the GSR verify the pet has a current rabies vaccination? AFI 34-246, 3.6. Policy letter can be found in Services Portal: https://www.usafservices.com/Home.aspx Click: Login, https://www.usafservices.com/Home.aspx

Managers, Lodging, Operations, Pet Policy Guidelines.

16 Does the GSR use discretion when providing the guest their assigned room number? AFI 34-246, 1.6.

To maximize occupancy, are employees reserving rooms by space versus assigning a room number? (Business Suites, Pet Friendly TLFs and HA rooms are the exceptions.) AFI 34-246, 3.1.1.

Does the GSR ensure authorized TDY civilian guests are entitled to limited use of exchange and service facilities by providing an approved stamp for their orders, without the guest having to ask? Overseas installations may utilize the table-ration card and/or must adhere to the local Status of Forces Agreement (SOFA) requirement. Is the stamp updated, legible and is the information properly completed? AFI 34-246, 3.9.

19 Are GSRs ensuring all guests electronically sign the guest registration form, advising them of their obligation to pay any unpaid charges? AFI 34-246, 4.7.1.

Upon check out does the GSR stand to receive customers, provide an appropriate greeting, professionally address, and make eye contact with the guest? Does the GSR ask the guest about their stay; verify their email address to ensure the guest receives the AF Inns customer comment card? If the guest does not have/provide an email address is the guest provided a manual AF Inns comment card? AFI 34-246, 3.6.

21 Is a credit card number entered into the guest record? Only exceptions are guests who do not have a credit card. AFI 34-246, 3.4.

Are credit card numbers masked in the Defense Lodging System (DLS)? AFI 34-246, 4.7.1. In DLS click: Modules, Configuration, General, User Codes, Person’s Name, Security, Data Masking (should not be checked)

Does the GSR use appropriate phone etiquette (i.e., answers the phone in three rings or less, introduce themselves, provide the name of their inn and base, and repeats the details of the guest reservation)? AFI 34-246, 5.5.2.2.4.

24 Is the front desk open 24 hours a day (unless there is an approved waiver in place)? Are reservations accepted on a 24 hour basis? AFI 34-246, 3.1.

25 When guaranteed reservations are taken does the GSR provide guests with confirmation number, inform guests of cancellation policy, and no-show fee? AFI 34-246, 3.4.

26 Are all non-guaranteed reservations cancelled at 1800 and the rooms are made available for other customers? AFI 34-246, 3.4.

27 Do all lodging personnel understand and adhere to the space available reservation policy?

AFI 34-246, 3.5.

Is an Operating Instruction (OI) or written policy established to expedite group check-in(s)? AFI 34-246, 3.7. Policy letter standard can be found in Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Useful Tools, Group Reservations.

29 Is a letter of authorization provided for the guest at the commercial hotel/motel prior to the guest’s arrival via fax, e-mail, etc.? In DLS click: guest’s name, Options, Print Contract Lodging

30 Are employees following appropriate security procedures (i.e., not sharing user codes, not leaving their password written down at the front desk, nor using override shortcuts (e.g., !, +)?

31 Are employee user codes assigned to authorized lodging personnel only, safeguarded, and are they deleted upon the employee’s end of employment? 3

Is the DLS lost and found module fully utilized? (guest name, contact info, description of item, disposition date, and name of employee) Are DLS lost and found records maintained for one year? AFI 34-246, 4.13. In DLS click: Operations, Options, Lost and Found

33 If a guest leaves an item behind, are attempts to contact the guest annotated in the DLS Lost and Found module?

34 Are the standard Lost & Found labels utilized, and filled out completely and accurately? 1

35 Are lost and found items accessible to front desk personnel 24 hours per day? 1

36 Are items secured for at least 30 days, not to exceed 60 days, before being disposed of?

37 Is a secure luggage storage area available, including logoed storage tags for identification? AFI 34-46, 3.8. (Lodging manager must create written policy or OI)

Are guest amenities accessible to the front desk staff after duty hours? A complete list of requirements is available on the Services Portal. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Front Desk Afterhours List.

Are the minimum required items available for resale at the front desk (priced professionally & prominently displayed)? A complete list of requirements is available on the Services Portal.

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Sundry Items Checklist.

40 Is a listing of emergency facilities (on & off base police stations, emergency rooms, dental clinics and urgent care clinics) along with directions and phone numbers, available at the front desk?

Are the standard required installation/area information items available at the front desk (either handouts or in the concierge menu of DLS)? A complete list of requirements is available on the Services Portal. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Front Desk Installation and Area Listing.

42 Does the front desk staff ensure the business center equipment is functional and the business center supplies are stocked?

MANUAL PROCEDURES

https://www.usafservices.com/Home.aspx

43 Are written manual procedures in place and used when the DLS is down? AFI 34-246, 4.14. 3

44 Are sequentially numbered manual procedure forms used? AFI 34-246, 4.14. 1

45 Are sequentially numbered NAF Collection Records being used? AFI 34-246, 4.14. 3

Are manual forms with guest credit card information immediately cross-cut shredded or incinerated after entering into DLS? Management MUST document and sign the form control log ensuring the form was properly destroyed. A sample form control log is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Managers, Lodging, Golden Eagle Standards, Useful Tools, Control Form Log.

47 Are written manual housekeeping report procedures (such as room status, vacant rooms, level of service, etc.) in place and used for system down times?

48 Is manual procedure training conducted and documented on a semiannual basis for each shift?

Training sign-in sheet and completed forms must be maintained for one year.

BUSINESS CENTER

Is the business center clean, conveniently located near the lobby, and easily identifiable? Are a printer, copier, fax, and scanner available 24 hours (can be through the front desk)? Are internet services offered at no cost? AFI 34-246, 1.11.

Are the minimum number of wired computers with CAC readers (1 per 100 rooms) available?

Note: If wireless is provided only 1 wired computer with less than 100 rooms and 2 wired computers with 100 or more rooms must have working CAC readers.

HOUSEKEEPING GENERAL

51 Do housekeeping employees provide an appropriate greeting, professionally address, and make eye contact with the guest(s)? AFI 34-246, 3.6.1.

52 Are housekeeping employees familiar with all guest services available and the location of the guest services within lodging (i.e., laundry facilities, fitness room, business center, etc.)?

Do housekeepers utilize DLS generated reports to identify the level of service to perform based on DLS codes (i.e., LS: limited service, FS: full service, CO: checkout). *NOTE: Occupant names must be removed or protected. In DLS click: Operations, Housekeeping, Reports, Housekeeping Reports, Check-off.

Is a deep cleaning checklist utilized? Is the cleaning accomplished and documented semi-annually? AFI34-246, 1.7.2. A complete deep cleaning checklist is available on the Services Portal. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Deep Cleaning Checklist.

Are housekeeping carts neat, organized, clean, and appropriately stocked? Do they include blood borne pathogen kits and Globally Harmonized System (formerly MSDS) first aid instructions for chemicals and cleaning supplies?

Is housekeeping utilizing “hospitality” or “commercial” grade chemical products only (e.g., Ecolab, Proctor and Gamble Commercial, 3M, etc.) Residential grade products and ALL bleach products are not authorized.

CLEANING AND ROOM STANDARDS

57 Are the following being cleaned inside and out in all areas: (AFI 34-246, 1.7.2.)

A Wastebaskets 1

B Floors 1

C Walls 1

D Ceilings 1

E Toilets 1

F Bathtub/Shower 1

G Vanities and sinks 1

H Light fixtures 1

I Window tracks and sills 1

J Mirrors 1

K Utensils 1

L Furniture 1

Is the standard coffee and tea setup restocked daily? The standard list of requirements is available on the Services Portal. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Standards Listing.

59 Is high and low dusting completed to include all furniture polished in all areas: (Includes all furniture, vents, drawers, sills, etc.)

A Guest rooms 3

B Employee break rooms 1

C Hallways 1

D Lobby 1

E Common areas 1

60 Are bedspreads, blankets, linen, pillows, and towels clean? 3

Is a written procedure or OI in place to identify when (such as monthly, between each guest, etc.) bedspreads/coverlet/duvets are to be removed from the bed and laundered? Is the schedule documented and maintained for at least one year?

62 Are items in the closet (additional blankets, etc.) clean and individually protected in plastic wrap? (Plastic/zipper bags are not authorized)

63 Are all fixtures and equipment in rooms in good repair? 1

64 Are entrances to all facilities clean, manicured, sufficiently lit, and clearly marked with facility numbers?

65 Are housekeepers following the guests’ wishes with towel replacement? (Only replace if on the floor)

66 Are all interior and exterior lights in working order and free from dirt and bugs? 1

67 Are cable television or satellite systems available? 1

68 Is a plunger with cover provided? 1

69 Toilet brushes in the rooms are not required; but if they are present are they clean and in good condition?

70 Do bathtub and shower areas have nonskid surfaces or is a nonskid mat provided? 1

71 Is Project Planet/Protect Our Planet information displayed in the bathroom or vanity area? 1

72 Is a dresser, chest of drawers, or TV chest provided? (minimum one per sleeping area) 1

73 Is a full length mirror provided? (55” or 1.4 meters minimum length) 1

74 Is a lounge chair or bench provided in larger rooms? (Optional items depending on space) 1

75 Is a desk/working table with the standard desk chair provided? 1

76 Is/are nightstand(s) provided? 1

77 Is the appropriate bed provided? (the standard is queen in main bedroom, additional bedrooms in TLFs are twin)

78 Is a working lamp provided for each end table, nightstand, and desk? 1

79 Is the standard AF Inns clock radio with alarm provided, are the preset buttons programmed and is a working back-up battery provided? (In all master bedrooms)

80 Are all clocks set to the correct time? 1

Is a 32” hospitality television with a functioning remote control available in the living room and bedroom of all VQ/Business Suites? In TLFs, only the living room and master bedroom require a

TV.

82 Is a full-size refrigerator with freezer provided in TLFs (or rooms with full kitchens); and is a micro-fridge provided in other room types?

83 Is the standard AF Inns ice bucket (with lid and bag liner) provided in all rooms? 1

84 Is a standard luggage rack provided in every guest bedroom? 1

85 Are color coordinated window treatments present in all rooms; with blackout drapes or roller shades in sleeping rooms?

Are the beds made to AF Inn Standards? The bed making/linen standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standard, Housekeeping/Maintenance Standards, Air Force Inns Bed Making Guide.

Is the correct bed linen being used? The linen standard is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Laundry and Linen, Documents, AF Inns Standard Linen Specs.

Is the correct blanket being used? An additional blanket may be stored in closet but must be wrapped. (Plastic/zipper bags are not authorized) The linen standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Laundry and Linen, Documents, AF Inns Standard Linen Specs.

89 Is the correct number of pillows provided on each bed? (4-queen/full and 2-twin) 1

Is the standard iron and full size ironing board (with pad and cover) provided and are they clean?

Iron and ironing board standards are available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog HDS.

91 Does the ironing board have plastic end caps on all legs and is the iron empty of water? 1

Is the standard wastebasket with liner in each room? Wastebasket standards are available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog AHR.

93 Are the standard wooden pant (10) & skirt (5) hangers provided in each guest bedroom closet?

(TLF only: these are minimums) Do hallway closets have 10 hangers?

Are standard commercial brand facial and toilet tissue (2 ply/2 rolls) provided? The paper product standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, EPP Paper Products Catalog-HDS.

Is the correct number of bath linens provided and in good condition? The bath linen standard is available on the Services Portal. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Standards Listing.

Is the standard hairdryer available and functioning? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog HDS.

97 Is the automated telephone wake-up service operational? 1

Is the standard coffee maker provided? The standard is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Courtesy Product-Air Force Coffee Brochure.

99 Are the standard hot (with lid) and cold beverage cups (two each in ALL room types/four in double occupancy rooms) provided and wrapped?

Is the standard AF Inn amenity set with tray provided in each bathroom? AFI34-246, 1.4.1. The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click:

Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog HDS.

https://www.usafservices.com/Home.aspx https://www.usafservices.com/Home.aspx https://www.usafservices.com/Home.aspx https://www.usafservices.com/Home.aspx

Is the standard AF Inns laundry bag provided, and hanging on a skirt hanger in each bedroom closet? (2 in double occupancy rooms) The standard is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog BABCO.

102 Are room furnishings appropriate to the room size (ensuring there are not too many pieces or pieces are not too large to make room appear cramped)?

Is the standard in-room safe provided, unlocked and working? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog AHR.

Are the following standard items located in the room: note pad and pen, “Do Not Disturb” sign, maintenance form, and housekeeper card (placed on the bed)? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog BABCO.

105 Is a phone book (yellow pages) available in each guest room? (may not be applicable at some OCONUS locations)

Is the standard guest directory (with section dividers) available and in good condition in all rooms? Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog Babco.

Does the guest directory include the following current information: welcome letter, emergency facilities (on and off-base), guest services locations, installation community services, installation and local maps, running maps, telephone instructions, local points of interest, transportation, laundry and dry cleaning services, kennels, chapel, occupant responsibilities, housekeeping services, room rates and charges, check-out time, and the AF Inns Promise? AFI 34-246, 1.4.2.

108 Is a working telephone with direct DSN access in every room? An additional working phone must be provided in the master bedroom in Business Suites and TLFs.

TLF STANDARDS

Is a sofa sleeper with the appropriate bedding provided? Note: Linen must be plastic wrapped and placed in the closet; the sofa sleeper will not be pre-made. The linen standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Laundry and Linen, Documents, AF Inns Standard Linen Specs.

Are a standard carpet sweeper, broom, and dustpan available for the guest to use? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog BABCO.

Are a standard Pack n’ Play and air mattress available either in the room or upon request? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click:

Login, Managers, Lodging, Golden Eagle Standards, Required Standards, In Room Standards, Amenities Catalog BABCO.

https://www.usafservices.com/Home.aspx https://www.usafservices.com/Home.aspx https://www.usafservices.com/Home.aspx

Are standard high chairs available in each TLF? The standard is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle

Are the standard oven cookware sets, pizza pans, and pizza cutters available in rooms with ovens? Is the cookware clean and serviceable? The standard is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Golden Eagle

114 Are automatic dishwashers available? (Space permitting) If so, are they clean inside and out, operable, free of soap film, and empty of dishware/utensils?

115 Are pet TLFs available or does the operation have a current AFPC approved waiver on file? Note:

The number of pet TLFs must not exceed 40% of total TLF inventory. AFI 34-246, 1.19.1.

Is the appropriate pet equipment available in all of the pet TLFs? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Pet Policy Information, Pet Policy Guidelines.

117 Does the manager ensure the guest(s) are adhering to the lodging pet policy (i.e., are the pets kenneled when unattended or when housekeepers are present?)

118 Is playground equipment (where available) clean and in good repair? Does the playground have safe fall-zone base material and safety signage posted?

BUSINESS SUITE STANDARDS

Are business suites equipped with the standard 10-piece bar sets and express check-out forms/envelopes with the current room rate annotated? The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, 120 Are rooms identified as business suites less than five percent of lodging operations total transient quarters? Any room charging a DV rate is considered a business suite.

Are the following sundry items available for resale (within the expiration date): regular/diet soda, regular/light beer, premium liquor miniatures, bottled water, red (not chilled) and white (chilled) wine?

122 Is the manager ensuring the dishware/glassware is properly washed prior to each new guest arrival?

LAUNDRY AND VENDING

123 Are an adequate number of guest washers/dryers provided? AFI 34-246, 1.12. 3

Are the standard detergent dispensers (containing detergent, fabric softener) available in all guest laundry rooms? Color safe powdered bleach is optional. The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, https://www.usafservices.com/Home.aspx

125 Are laundry room windows, sills, tracks and screens clean? 1

126 Are laundry rooms clean and free from lint/debris (to include in, on, under and behind washers and dryers)?

FITNESS ROOMS

127 Is a clean, well-lit fitness room available to guests 24 hours a day within lodging facilities? 1

128 Is operational commercial grade cardio fitness equipment provided? (free weight or circuit machines are not authorized) Is equipment clean and in good condition?

129 Is adequate space available for abdominal work and stretching to include padded flooring or mats? (benches and abdominal machines are not authorized)

130 Is a TV (with working remote) available? Are sanitizing wipes available? 1

INVENTORY CONTROLS

Are property and bulk purchase items engraved or labeled (marking should not be visible to the guest)? Items must be tracked (to include building and room number) by serial number. AFI 34- 204, 3.4., AFI 34-204, 3.8. The list of items is available on the Services Portal.

https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Engraved and Tracked Items Listing.

132 Are minimum reorder levels established, tracked and maintained for all supplies? AFMAN 34- 214, 10.1.14.

133 Are all excess, damaged/unserviceable property items (originally purchased with APFs) replaced, repaired or disposed of properly (sent to DRMO, etc.)?

134 Are all excess, damaged/unserviceable inventory items purchased with NAFs (to include expired resale items) disposed of appropriately or sold at a NAF sale?

135 Are purchase request and receiving documents for APFs and NAFs accounts properly maintained? AFI 34-204, 3.3.

136 Is there a separation of duties between ordering, receiving and issuing supplies? AFMAN 34- 212, 2.3.2.2.

137 Are all lodging keys for offices, storage areas, etc., safeguarded, controlled and annotated on a key control log?

138 Do petty cash/validated GPC purchases remain within authorized dollar limits and used only for authorized payments/purchases? AFI 34-275, 4.4.

STORAGE PRACTICES

139 Are all housekeeping, administrative storage areas organized and clean? Are items stored appropriately (i.e., six inches off the floor, 18 inches from the ceiling, etc.)?

140 Are warehouse/supply locations secure (with limited-access), clean, and free of unauthorized items? AFMAN 34-212, 7.3.

141 Is only operable (non-supply) equipment stored? 1

142 Is the warehouse void of excess inventory? 3

143 Are the storerooms void of excess inventory? 1

LINEN

144 Are pickup/drop-off points clean and organized? Is linen stored off the floor? 1

145 Is soiled linen sorted on a clean/dry surface (e.g., on unserviceable linen/not directly on the floor)? Is the soiled linen processed separately from the clean linen?

146 Is the transfer of clean and dirty linen away from guest view? 1

147 Are linen carts stored out of customer view? 1

148 Is the linen exchange inventory tracked monthly? Is the documentation kept on file for a year? 1

149 Is a formal (complete) linen inventory conducted bi-annually (March 31 and Sept 30)? Is the inventory reported to AFPC/SVOLR? AFI 34-246, 6.3.2.1.

150 Is the linen cleaning tracked either by weight or piece and documented for accountability? 3

VEHICLES

151 Are vehicle keys safeguarded, controlled appropriately and documented on a key control log? 1

152 Is vehicle mileage checked throughout the month and documented on AF Form 1800? Is the annual 2K mileage requirement being met per vehicle? (specialty vehicles are exempt)

Do personnel authorized to drive lodging vehicles have a valid license? Have personnel who are authorized to operate specialty equipment (forklifts, etc.) received the appropriate training/license? AFI 24-301, 8.4. and 8.4.1.7.

Are all lodging vehicles to include utility vehicles (golf carts, gators etc.) properly maintained, to include scheduled maintenance service and vehicle cleaning schedule? Is the documentation kept for a year? AFI 34-204, 6.18.4.

155 Are blank accident forms readily available in each vehicle? Is current AF Form 1800 properly completed and located in each vehicle?

Are all vehicle safety items inspected monthly and documented (i.e., headlights, break lights, back-up lights, directional signals, wind shield wipers, horn and emergency break)? Is documentation maintained for a year?

157 Are NAF vehicles (including mules, club cars, golf carts, etc.) being used only for lodging functions? AFI 34-204, 6.15.2.

158 Are all vehicles (including golf carts) recorded is SAIS vehicle management system? 1

159 Is a vehicle control program established? Is a lodging vehicle control officer (VCO) appointed and identified in writing?

WORK ORDER MANAGEMENT

160 Are computer generated (professional looking) out of order signs posted on ALL broken equipment with expected repair dates and location of nearest working item?

161 Is a routine carpet cleaning schedule in place and documented by room/facility? Is documentation maintained for at least a year?

162 Is a written procedure or OI in place for housekeepers to identify maintenance requirements and carpet care needs?

163 Are work order requests tracked and completed within a timely manner? Is the follow up and completion documented appropriately?

164 Is a tracking system being utilized (e.g., excel spreadsheet) to track work order numbers assigned by the local CES? Are open work order numbers tracked (at least) quarterly?

165 Is a written procedure or OI to identify ways to preserve furnishings and property (minor maintenance to repair chips, dents, scratches, etc.)?

**166 Are preventative maintenance inspections conducted on at least 25% of the guest rooms each quarter? At a minimum each room must be inspected once a year. Inspection documentation must be maintained for at least one year. AFI 34-246, 1.8.2.

Is preventative maintenance conducted on equipment such as cardio machines, riding lawn mowers, vacuum cleaners, carpet cleaners, electronic locks, etc.? Is documentation maintained for at least a year? AFI 34-204, 4.2.3.

FACILITIES

168 Is the correct funding being utilized for sustainment, restoration and modernization (SRM) of facilities of the lodging operation? All SRM is required to be accomplished using APFs.

169 If the VQ facilities are deteriorating and require constant SRM, is the manager actively involved with the local Civil Engineering Squadron (CES) to develop a plan for the way ahead?

170 For failing VQ facilities is a DD Form 1391 on file requesting a new facility? AFI 32-1032, At. 2. 1

171 If the TLF facilities are deteriorating and require constant SRM, is the manager actively involved with the local CES and AFPC/SVOL to develop a plan for the way ahead?

172 For failing TLFs is a DD Form 1391 on file requesting a new facility? AFI 32-1032, At. 2. 1

173 Is the lodging manager working with the FSS Deputy to ensure the proposed facility is included in the Long Range Capital Improvement Plan (LRCIP)? AFI 34-205, 1.1.2.9.2.

174 In the event that an AFLF project is currently in the design process, is the lodging manager actively involved and has attended all the applicable meetings (Charette, 35%, 65% and 95%)?

Does management participate in installation Quarters Improvement Committee meetings (or some other base facilities panel/venue)? AFI 32-6004, At. 3. Does the lodging manager maintain a copy of the Quality Improvement Committee (QIC) or similar meeting minutes to validate attendance?

176 Does the lodging manager have a current Quality Improvement Plan (QIP)? 3

Are directional/informational signs present at each building entrance, and on each floor? Do the signs indicate where the guestroom, vending machines, laundry machines, etc. are located?

AFI 34-246, 1.16.4.

178 Are stair treads (non-slip, abrasive-type, carpeted) used? 1

179 Is a designated break room (conducive to the number of employees for that area) furnished with good-quality furnishings and conveniently located to their respective work areas?

180 Do employee break rooms have a TV, microwave, phone, and adequate seating? Are employee lockers available?

181 Are designated smoke areas available and easily identifiable? 1

182 Are dispenser type ice machines (minimum one per building) available? (Exception: if all rooms in building have automatic ice makers)

183 Are soda and snack machines available in facilities that are remotely located? 1

184 Are interior hallways and rooms clearly and consistently marked with room numbers? 1

185 Are solid core wood or metal doors with security locking devices and peepholes used for guest rooms?

TRAINING

186 Are front desk employees trained to use all automated systems (DLS, call accounting, electronic keys)? Training must be documented.

**187 Is anti-robbery training conducted and documented annually? 3

**188 Are 100% of employees enrolled in WebFire and is training completed and documented annually? http://www.webfiretraining.com/

Are 100% of employees registered in AF Inns core training program (CourseLine) with a minimum of 30% of line level employees and 75% of supervisors/managers actively participating? http://ahlei.sistemlms.com/login.html?site=courseline

190 Is a training room with internet access available for all lodging personnel? (Must be separate from the business center)

191 Are all lodging managers (i.e., GM, AGM, LM, ALM) actively pursuing/maintaining an Educational Institute certification? AFI 34-246, 5.6.

192 Is a written process or incentive procedure in place to encourage other lodging staff members to pursue and maintain professional certification? AFI 34-246, 5.6.

193 Is initial and recurring training identified, tracked and documented for all lodging employees?

AFI 34-246, 5.5.2.

Have front desk/reservation staff members toured commercial lodging establishments in the local area within the first two weeks of employment? Must be documented. AFI 34-246, 5.5.2.2.2.

195 Are managers meeting/briefing new employees during initial training and new employee orientation?

196 Are new employees trained or briefed in accordance within the prescribed time limits set in

AFI 34-246, 5.5.2.?

197 Are training records updated and maintained for all military and civilian employees and kept in individual personnel files? (Air Force Training Record (AFTR) for military members)

Is a DLS e-learning database used for employee training for front desk and accounting staff?

Copy of the completed DLS e-learning report required for each module for front desk and accounting staff.

199 Do employees in lead or supervisory positions cross train with other functions to build a better understanding of challenges and responsibilities? Is the training documented?

FUNDS MANAGEMENT

Are the required NAFFA analysis items (annual surprise cash counts, monthly financial reviews, internal control reviews, quarterly budget reviews, annual impartial inventories, etc.) reviewed?

Are any inputs or requirements implemented by the lodging manager? AFI 65-106, 1.3. and http://www.webfiretraining.com/ http://ahlei.sistemlms.com/login.html?site=courseline

AFMAN 34-214, 3.11.

201 Has the cash reconciliation report been reconciled and verified by the lodging manager? AFI 34-

209, 6.1.

202 Do all permanent accounts have a zero balance? Exception: Phone account balance must be less than $5.

203 Are all accounts receivable paid within 90 days? Does the lodging manager turn over delinquent accounts at the 90 day mark?

204 Does revenue on GO84 match the general ledger (GLACs 5010000 plus 501009 excluding CC31)? 1

205 Do assessments on JASG91 report match the general ledger? Exceptions: AFRC and Joint Bases. 1

206 Are the city ledger accounts billed within 24 hours? AFI 34-246, 4.7. 1

207 Are all overtime hours approved in advance? (Policy Guidance for AF Lodging Non-Exempt Nonappropriated Fund (NAF) Personnel Overtime Letter dated Feb 27 2014)

208 Is the accounts receivable sub ledger in balance with the general ledger? AFI 34-209, 1.3.3. 3

209 Are personnel costs reflected in the cost center where employees actually work? AFMAN 34- 214, At. 3.

210 Are the AFPC financial review findings corrected? Is the response submitted by the squadron/deputy commander on or before the suspense date?

Are VQ/TLF guests staying over 15 days (whether paying by cash, check or credit card) making a payment at the 15 day mark as required? Exception, activated guard/reserve personnel without a GTC are reimbursed for travel every 30 days and should be paying on a 45 day cycle.

AFI 34-246, 4.7.

212 Are the following front desk procedures performed during shift changes:

A Are the GSRs counting their bank in a timely manner in a secure area away/separate from the front desk? AFI 34-202, 2.4.

B Does the front desk remains open/ is a GSR available during shift change? AFI 34-202, 2.4. 1

C During the shift change does the receiving cashier(s) sign for all change funds? (Not applicable at operations open less than 24 hours where there is no shift change) AFI 34-202, 2.1.2.

213 Is a current funds storage letter on file? AFI 34-202, 2.2. (Contact your Resource Manager (RM) for letter)

Does the safe contain a current SF 700 and SF 702 as well as documentation for last valid combination change? Combination should be changed annually or when an employee leaves.

(Contact your RM for letter)

215 Are deposited funds verified prior to the funds deposit? Is the drop verified and annotated in the log book?

216 Are surprise cash counts performed and documented quarterly for each cash drawer, change fund and petty cash fund? Is documentation maintained for one year? AFI 34-202 3.2.

217 During funds handling is there a separation of duties between GSRs, front desk management and accounting? AFMAN 34-212, 4.2.

218 Is the funding matrix followed for authorized equipment and supplies, and are requirements (along with strong justification) included in the budget? AFI 65-106

Do lodging managers work with the RM to develop income and expense operating budgets and capital requirement budgets (including capital fixed assets and meets bulk purchase criteria)?

AFI 34-209, 4.8.?

Do room rates match the approved rates? The room rates are available on the current SAF/FM Approved Lodging Rates letter. The letter is available on the Services Portal:

https://www.usafservices.com/Home.aspx Click: Managers, Lodging, Operations, Approved Lodging Rate.

Does actual NIAD have a less than 3% variance when compared to the budget? See the Financial Indicator Program for required actions if the variance exceeds the 3% maximum. The Indicator Program is available on the Services Portal: https://www.usafservices.com/Home.aspx *The Financial Indicator Program is currently on hold.

n/a*

222 Is the daily paperwork submitted on time and to the appropriate office? 1

223 When dividing year-to-date (YTD) man-hours worked by YTD bed-nights sold does the percentage fall within the acceptable range of 1.15-1.45%?

SAFETY AND ENERGY CONSERVATION

224 Is a letter designating who the lodging safety monitors is/are; and is the letter posted on the safety bulletin board?

**225 Are Globally Harmonized System data sheets (formerly MSDS), and non-expired eye-wash stations available where chemicals/cleaning items are stored? (To include hand caddies)

Is personal protective equipment (e.g., goggles, steel toed shoes, gloves, etc.) issued where applicable to include what is listed in the position description? Is it documented on the employee’s AF Form 55?

227 Are fire evacuation procedures posted throughout all lodging facilities to include each guest room (excludes exterior doors on 1st floor)?

In order to conserve energy does staff turn off lights/TV when left on by guests? For safety purposes, does staff turn off equipment with heat sources (e.g., irons, coffee pots, curling irons, etc.) when left on by guests?

Has housekeeping/maintenance staff received training on how to use blood borne pathogen kits? Each department must demonstrate knowledge of use. Is the training documented in the employee’s training record? AFI 34-246, 5.5.2.2.1. https://www.usafservices.com/Home.aspx Click: Login, Managers, Lodging, Operations, Blood Borne Pathogen Kit.

**230 Is an annual safety inspection performed, and are identified deficiencies corrected? Is the documentation maintained for at least two years?

**231

Is an annual Fire Prevention Visit conducted? Are the corrective actions identified on the AF Form 1487 (Fire Prevention Visit Report) completed and documented? When no discrepancies are found is documentation (email, memo, etc.) provided in lieu of AF Form 1487? Is the documentation maintained for a minimum of two years?

MANAGEMENT DUTIES

232 Is the room count data on the JAS 105 accurate (match to the CO38 to validate room types and quantities)?

**233

Does the lodging manager and representatives from Military Public Health (MPH) and Fire Protection (FP) conduct initial and subsequent THREE YEAR inspections of commercial lodging facilities that have established Memorandum of Agreements (MOAs)? Are written reports/assessments from MPH and FP provided and maintained for the duration of the use of these establishments?

234 Does the lodging manager/assistant manager conduct and document annual community relation visits to commercial facilities that have established MOAs? AFI 34-246, 1.14.3.

Is access to system administration and manager level 9 reports (configuration in DLS) limited to only staff members that require access? (manager, assistant manager, accountant, operations manager and trainer)

236 Is the lodging website (DoD Lodging) up to date? If not, is documentation available verifying corrections have been sent to the AFPC/SVOLT?

237 Is the on-line reservation system managed appropriately and utilized as much as possible to maximize occupancy and increase revenue? AFI34-246, 3.1.

Are housekeeping supervisors (to include work leaders), accomplishing and recording room inspections of at least 5% of all rooms every week? Are they providing documentation to ensure any deficiencies/write-ups are corrected? (Documentation must be maintained for at least one year.) AFI 34-246, 1.8.1.

**239

Are the lodging manager and assistant manager (as well as General Manager and/or Assistant General Manager at mega properties), accomplishing and recording formal room inspections of at least 3% of guest rooms every week and providing documentation to ensure any deficiencies/write-ups are corrected? (Documentation must be maintained for at least one year

AFI 34-246, 1.8.1.

Are at least two other members (non-housekeeping) of the lodging management staff (to include section leads) conducting inspections of all lodging common areas and at least 25% of the guest rooms each quarter? Are they providing the appropriate documentation to ensure any identified deficiencies/write-ups are corrected? Documentation must be kept for at least a year. AFI 34-246, 1.8.2.

241 Does management hold regularly scheduled meetings with key supervisors? Is documentation of the meeting maintained for at least one year?

Has the lodging manager provided written guidance and training to “up-sell” business suites (General Officers Quarters are exempt) in order to maintain the 75% occupancy goal? AFI 34- 246, 1.9.

243 Are employee work schedules posted? IAW AFMAN 34-310 Are lodging organizational charts with key positions posted in the employee timecard area? AFMAN 34-310

Does the lodging manager schedule, hold and document (at least annually) a lodging review with the WG/CC or CV to review future goals, plans and projects; to include a review of a variety of room types and all special need areas requiring APF funding support? Cannot be delegated lower than the WG/CV except at Joint Bases. AFI 34-246, 1.8.

When a guest takes the time to point out an area of concern or dissatisfaction (in Digital Alchemy (DA) or on an AF Inns comment card), does the lodging manager or assistant manager attempt to resolve the situation in a positive manner within 24 hours? Does the lodging manager inform the guest of the action taken and document the action within DA or comment card/e-mail? Is documentation maintained for at least one year? AFI 34-246, 5.1.

246 Does the lodging manager adjust personnel man hours based on occupancy? AFI 34-246, 4.9. 3

247 If linen inventories do not meet par levels (four par) has the manager updated the budget properly to meet (not exceed) the par level requirement?

248 Are project purchases received in IBPS within five days of receipt? 3

249 Does management ensure room sundries are inventoried and restocked daily (including weekends) and charged to the guest folio within a timely manner? AFI 34-246, 4.10.

250 Does management ensure that all OIs and written procedures are current and available in all pertinent work sections? AFI 34-246, A.2.6.8.

Is an OI or MOA signed by both the lodging manager and protocol officer to manage business suite reservations and utilization? Does Protocol release all business suites back to lodging by 1600 (daily) for use by any authorized guest? (GO quarters are exempt) AFI 34-246, 1.9. & 1.9.2.

PUBLICITY

Does the manager utilize media to publicize space available opportunities to maximize occupancy (holiday season advertising is a must); or does the manager promote AF Inns by publishing articles on improvements, renovations, policy changes, outstanding employees etc. at least quarterly? (Innkeeper publicity excluded) Social media is acceptable. AFI 34-246, 4.15.

UNIFORMS

253 Are all employees wearing the standard AF Inns uniform and name tag (including hats, if provided)? AFI 34-246, 5.2.

Does management provide clear guidance (in writing) to employees about proper uniform wear, and personal hygiene? Does the employee acknowledge understanding of the guidance by signing the policy? Is a copy maintained in the employee’s record? AFI 34-246, 5.3.

PERSONNEL ADMINISTRATION

Is the personnel matrix followed based on facility size and function (GTW, civilian, sustainment)?

The standard is available on the Services Portal: https://www.usafservices.com/Home.aspx Click: Managers, Lodging, Golden Eagle Standards, and Required Standards, on the right side under Personnel Standards, Organizational Chart Lodging.

256 Are employee personnel folders properly formatted and maintained IAW established NAF HRO guidelines? AFMAN 34-310, 2.7.

TEAM BUILDING

257 Is an employee recognition and awards program in place, utilized, and open to all staff members? AFI 34-246, 5.4.

Does the lodging manager schedule, and encourage staff members to participate in lodging team-building activities (e.g., monthly birthday celebrations, socials, housekeeping Olympics, etc.)? AFI 34-246, 5.4.

**The Inspector General (IG) has deemed these items as detrimental to the Installation Commander’s mission. These items are subject to inspections during any IG visit.

2014 US AIR FORCE INNS EVALUATION

INSTALLATION: DATES EVALUATED:

Possible

Actual

FRONT DESK

Reception area 14 0

Front desk and reservations 58 0

Manual procedure 14 0

Business center 4 0

FRONT DESK TOTAL POINTS 90 0

HOUSEKEEPING

Housekeeping general 12 0

Cleaning and room standards 81 0

TLF standards 12 0

Business suite standards 6 0 Laundry and vending 8 0

Fitness rooms 6 0

HOUSEKEEPING TOTAL POINTS 125 0

OPERATIONS (LOGISTICS/MAINTENANCE)

Inventory controls 14 0

Storage practices 9 0

Linen 11 0

Vehicles 13 0

Work order management 14 0

OPERATIONS TOTAL POINTS 61 0

MANAGEMENT

Facilities 28 0

Training 26 0

Funds management 47 0

Safety and energy conservation 14 0

Management duties 50 0

Publicity 1 0

Uniforms 4 0

Personnel administration 6 0

Team building 6 0

MANAGEMENT TOTAL POINTS 182 0

TOTAL CHECKLIST POINTS 458 0

Possible

Actual Minimum

Passing Score 80.00%

Weighted Percentage

FRONT DESK 90 0 % X .20

HOUSEKEEPING 125 0 % X .25

OPERATIONS 61 0 % X .25

MANAGEMENT 182 0 % X .30

TOTAL POINTS 458

FINAL SCORE (Minimum passing

80%)

Checklist Guidelines

1. All scores must be calculated manually

2. No partial points will be used for scoring: If total points possible are 3, 3 points will be awarded if the requirement is met 100%, otherwise 0 points will be awarded; If total points possible are 1, 1 point will be awarded if the requirement is met 100%, otherwise 0 points will be awarded

3. Point areas can be null for items that have an approved/current waiver on file

4. In order for a line item to “meet the requirement” it must be in good condition, in working order and appropriate for guest use (e.g., furniture, appliances, equipment) and any documentation must be current (Full points will be awarded if there is a current up to date 332 on file)

5. Installations must score an 80% in each section to achieve a passing score

6. Evaluate a minimum of 3-5% of rooms for each room type using a clean and vacant room report

7. Line items with two (**) denotes critical Inspector General checklist items