Philippine Normal University

The National Center for Teacher Education

Office of the Vice President for Finance and Administration

In compliance with Administrative Order (AO) 103 issued in 2004 directing

the continued adoption of austerity measures in the Government, the University
requires every office/department to observe strict adherence to the guidelines in
the preparation of Food Authority Forms and Requests to reduce University
spending.
Following the foregoing, the Office of Auxiliary Services hereby formulates the
guidelines in availing the food authority privilege. This privilege extends to all
offices/departments of the University provided, the procedure is properly
complied with and the amount covering the expenses for food is not inofficious.
The approving authority for all forms and requests shall be the Director of
Auxiliary Services.

FOOD AUTHORITY (FA) GUIDELINES

1.The Project Director/Program Leader shall request a Cash Advance for the
catering services of commissioned projects.
2.For institutional activities under a specific office with at least 200
participants requiring several days of food service, the Immediate Head of
such office shall be the one to request for Cash Advance.
3.In case of an emergency where availing the catering service of the
University is no longer practicable, the concerned office shall provisionally
purchase food items from an external source subject to reimbursement by
the Office of Auxiliary Services provided, that the food items obtained
must first be presented to the Internal Auditor for inspection. The original
receipts accompanied by the accomplished FA form/request shall also be
submitted to the Office of Auxiliary Services.
4.The Office of Auxiliary Services shall facilitate the preparation of liquidation
report and reimbursement.
5.Duly accomplished FA forms must be submitted for approval at least five (5)
days before the actual activity.
6.Whenever possible, every office is highly encouraged to conclude a meeting
before lunch time except requests coming from the Office of the President
and the Vice Presidents. This positive measure is one way of lessening the
University spending on food.
7.Food requests for breakfast are discouraged due to the presumption that
employees have already consumed their first meal before reporting to
work. This provision is without prejudice to requests coming from the
Office of the President and the Vice Presidents.