Guidelines for Canteen
 
 

Norms / Guidelines approved by the Governing Body on 23.8.2006 for grant of financial assistance from Welfare Fund for setting up Canteens in Commissionerates

•  The minimum staff strength requiring a canteen facility should be 50 (including all categories of staff).

•  Office requiring canteen facility should own the building i.e. building should be departmental or it should be on a long term lease.

•  No funds will be sanctioned for Canteens in make shift buildings or buildings on short term rental basis.

•  Cases where other central govt. offices not having any canteen are housed in the same building will be given priority to ensure running of a canteen and its profitability.

•  Proposal shall be accompanied with a sketch layout plan of the accommodation where proposed canteen is to be set up.

•  No post shall be sanctioned for running the Canteen.

•  No funds shall be sanctioned either from the Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages salary of manpower/staff for running the canteen. The Canteen should be self supporting.

•  Complete details as to how canteen will be run (i.e. whether by outsourcing or run by the Commissionerate's existing canteen staff) should be provided along with the proposal.

•  A Committee consisting of Commissionerate's staff/officials representing different categories should be formed to supervise/monitor running of canteens for their smooth/efficient/profitable functioning.

•  Amount of financial assistance :

S. No. Total staff strength Max. Financial assistance (Rs.)
i Above 500 5,00,000/- or actual whichever is less
ii 250 to 500 3,00,000/- or actual whichever is less
iii 100 to less than 250 2,00,000/- or actual whichever is less
iv 50 to less than 100 1,50,000/- or actual whichever is less

Financial assistance for special equipments like mechanized vegetable cutter, Dish washing machine, mechanized Floor cleaning equipment, Steam cooking system etc., that may become available in market and will be helpful in reduction of manual labour and time consumed in handling large quantities, fuel efficient and hygienic cooking, and water conservation etc. will be considered on case to case basis on merits.

Any of the above conditions may be relaxed by the Governing Body in deserving cases, as per merits of individual case.

Guidelines for refurbishing of existing Canteens :

The items provided at the time of setting up of a new canteen are subject to wear and tear. These items require replacement after 5 years or more. The following guidelines are proposed for refurbishing of existing canteens.

1. All applications must be accompanied with details of expenditure incurred in refurbishing of the Canteen from Welfare Fund and sources other than Welfare Fund during the last five years.

2. Financial assistance for refurbishing of a canteen shall be considered after five years or more of the initial setting up of the canteen. Subsequent refurbishing shall be considered after 5 years or more after the previous sanction.

•  No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff for running the canteen.

4. A Committee consisting of Commissionerate's staff/officials representing different categories should be in existence to supervise/monitor running of canteens for their smooth/efficient/profitable functioning.

5. Amount of financial assistance :

S. No. Total staff strength Max. Financial assistance (Rs.)
i Above 500 Shall be considered on case to case basis by the Governing Body
ii 250 to 500 1,50,000/- or actual whichever is less
iii 100 to less than 250 1,00,000/- or actual whichever is less
iv Less than 100 75,000/- or actual whichever is less

Financial assistance for special equipments like mechanized vegetable cutter, Dish washing machine, mechanized Floor cleaning equipment, Steam cooking system etc., that may become available in market and will be helpful in reduction of manual labour and time consumed in handling large quantities, fuel efficient and hygienic cooking, and water conservation etc. will be considered on case to case basis on merits.

Any of the above conditions may be relaxed by the Governing Body in deserving cases, as per merits of individual case.

Guidelines for Kitchenettes at offices (staff strength 6 to 24)

1. There should not be any canteen facility in the same building or in the vicinity.

2. No post shall be sanctioned for running such arrangement.

3. No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff or for raw materials for running such arrangements.

4. Such arrangements should be run on self sustaining basis including expenses on replacement of crockery.

5 . I/C of office shall be responsible for smooth running of the arrangement and inventory of items provided.

6. Replacement of items other than crockery only shall be considered after 5 years or more after the previous sanction.

Estimation of cost of items for arrangements of tea/coffee and light snacks at smaller offices (staff strength 6 to 24)

S.No.

ITEM

Approx. Cost (Rs.)

1.

Fridge 165-200 lt.

15,000/-

2.

Gas Connection

5,000/-

3.

Gas Stove

5,000/-

4.

Oven/Hot case

5,000/-

5.

Cooking utensils

2,000/-

6.

Crockery

3,000/-

TOTAL

35,000/-

Guidelines for Kitchenettes at offices (staff strength 25 to 49)

•  There should be suitable accommodation available for sitting arrangements for staff in Tiffin Room otherwise only Kitchenette facility will be provisioned.

•  There should not be any canteen facility in the same building or in the vicinity.

•  No post shall be sanctioned for running such arrangement.

•  No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff or for raw materials for running such arrangements.

•  Such arrangements should be run on self sustaining basis including expenses on replacement of crockery.

•  I/C of office shall be responsible for smooth running of the arrangement and inventory of items provided.

•  Replacement of items other than crockery only shall be considered after 5 years or more after the previous sanction.

Estimation of cost of items for arrangements of tea/coffee and light snacks at smaller offices ( total staff strength 25 to 49)

S.No.

ITEM

Approx. Cost (Rs.)

1.

Fridge 165-200 lt.

15,000/-

2.

Gas Connection

5,000/-

3.

Gas Stove

5,000/-

4.

Oven/Hot case

5,000/-

5.

Cooking utensils

2,000/-

6.

Crockery

3,000/-

7.

Tables / Chairs

15,000/-

TOTAL

50,000/-

Estimation of cost of items for setting up a new Canteen

S.No .

ITEM

Approx. cost (Rs.) For Staff Strength of
(250-500) (100-250) (50-100)

1

Fridge

30,000/-

30,000/-

20,000/-

2

Gas Connection

5,000/-

5,000/-

5,000/-

3

¾ Burner Cooking Range

20,000/-

20,000/-

10,000/-

4

Single Burner Cooking Range

10,000/-

10,000/-

5,000/-

5

Hot Case/ Oven

10,000/-

10,000/-

10,000/-

6

Grinder

5,000/-

5,000/-

5,000/-

7

Mixer

5,000/-

5,000/-

5,000/-

8

Working Table/ Board (Kitchen)

10,000/-

7,000/-

5,000/-

9

Water Cooler & Aqua Guard

30,000/-

20,000/-

10,000/-

10

Water storage containers/Tank

5,000/-

5,000/-

3,000/-

11

Raw material containers

5,000/-

5,000/-

3,000/-

12

Cooking utensils 10,000/- 7,000/- 5,000/-

13. Idly steamer 10,000/- 7,000/- 5,000/-

10,000/-

7,000/-

5,000/-

13

Idly steamer

10,000/-

7,000/-

5,000/-

14

Dosa plate

10,000/-

7,000/-

5,000/-

15

Electric water boiler / Tea/coffee vending machine.

10,000/-

7,000/-

5,000/-

16

Cutleries

5,000/-

5,000/-

3,000/-

17

Plates, spoons, bowls, etc

10,000/-

7,000/-

5,000/-

18

Crockery, Trays, etc.

10,000/-

7,000/-

5,000/-

19

Service Counter

20,000/-

15,000/-

10,000/-

20

Coupon counter

10,000/-

7,000/-

5,000/-

21

Cupboards

10,000/-

5,000/-

5,000/-

22

Tables & Chairs

50,000/-

30,000/-

15,000/-

23

Exhaust chimney

20,000/-

15,000/-

10,000/-

24

Fire Extinguisher

10,000/-

10,000/-

10,000/-

25

Insect repeller

10,000/-

5,000/-

5,000/-

TOTAL

3,30,000/-

2,56,000/-

1,74,000/-

rounded off to

3,00,000/-

2,00,000/-

1,50,000/-

SUMMARY- FINANCIAL ASSISTANCE FOR CANTEENS

Staff strength Canteen/Tiffin Room or Kitchenette Max. financial assistance for setting up, (Rs.) Max. financial assistance for refurbishing (Rs.)
above 500 Canteen 5,00,000/- or actual which ever is less 2,50,000/- or actual which ever is less
250 to 500 Canteen 3,00,000/- or actual which ever is less 1,50,000/- or actual which ever is less
100 to 249 Canteen 2,00,000/- or actual which ever is less 1,00,000/- or actual which ever is less
50 to 99 Canteen 1,50,000/- or actual which ever is less 75,000/- or actual which ever is less
25 to 49 Tiffin Room 50,000/- or actual which is less 25,000/- or actual which ever is less
6 to 24 Kitchenette 35,000/- or actual which is less 17,500/- or actual which ever is less

Check List for Canteens/Tiffin Room/Kitchenette

(A) For setting up a new Canteen/Tiffin room/Kitchenette :

1. Date of establishment of office.

2 Number of staff strength

3 Whether building where facility is required is department's owned building or rented on long term lease?

•  Details of departmental offices and others with their staff strength in the same Building/Block or in the immediate vicinity.

•  Is there some other canteen/Tiffin room functioning in the immediate vicinity or in the same Building/Block?

•  Whether suitable accommodation is available for setting up of new canteen/Tiffin room?

•  Sketch lay out plan of the accommodation where facility is proposed.

•  What is the present arrangement of catering?

•  What are the pressing reasons that the present arrangement cannot be continued?

•  If there is any change in the sanctioned strength or relocation of other offices in the same Building/Block?

•  Details of arrangements how facility will be run. Whether by outsourcing or by commissionerate's own arrangements?

•  Whether a Committee has been formed for running/supervision of the facility? If so details to be given.

•  What is the one time expenditure required to open the canteen or Tiffin room/Kitchenette?

•  What is the estimated recurring expenditure and how it is proposed to be met?

•  What are safety measures/fire fighting arrangements?

(B) For refurbishing of existing canteens/tiffin rooms/kitchenette

•  Date of establishment of existing Canteen.

•  Details of previous sanction(s) from Welfare Fund and/or from other fund:

(a) Amount of sanction,

(b) Date of sanction,

(c ) List of items/gadgets purchased form the Welfare Fund or regular budget,

(d) List of items available presently.

3. Whether utilization certificate of earlier sanction(s) has been forwarded and un spent amount, if any, refunded ?

4. Whether performance report on functioning/ utilization of facility enclosed?

5. Whether Internal Audit/CAG Audit of the facility carried out? If yes, a copy of report to be enclosed.

6. Whether refurbishing has been approved/recommended by the Canteen Committee and Advisory Committee?

7. Whether List of items with their date of purchase which are proposed for replacement for refurbishing has been enclosed? If any special gadget is included in the list and justification for the same has been furnished?

8. Increase in number of staff strength, if any, from the time the present canteen was established.

9. Whether cost of items is competitive based on quotations/tenders? Copies of quotations/tenders to be enclosed.

10. What are safety measures/fire-fighting arrangements?

Check list for Auditors for internal audit of Canteens set up/refurbishedby grants from Welfare Fund :

1. Whether utilization certificate of earlier sanction, if any, has been sent? Yes / No / Not applicable.

If yes, yes attach a copy. If not, reason for delay.

2. Whether purchase / procurement procedure has been as per GFR, 2005.

3. Whether an official has been made officer-in-charge for receipt/accounting/custody of goods and materials purchased for Canteen? If Yes, mention name and designation of the official in the report.

4. Whether a separate dead-stock register for fixed assets such as furniture, fixtures etc. purchased for Canteen from sanctioned amount from Welfare Fund or from other funds is maintained?

5. Whether a record of items of perishable nature like crockery etc. is being entered separately in the dead stock register?

6. Whether the physical stock available in the Canteen tallies with the records. Mention the discrepancies, if any, in the audit report.

7. Disposal of goods : Has any item been declared surplus or obsolete or unserviceable in the Audit year? If Yes, manner in which they were disposed off.

•  Figure of total sales of food items and beverages during the year.

•  Whether the facility is under utilized/optimally utilized or whether the facility is inadequate to cater to all members?

10. A descriptive para on overall functioning/performance of the Canteen and suggestions for bringing further improvement.

11. Any other comments/matter required to be brought to the notice.

12. Copy of Internal audit report to be sent to Directorate of logistics by 31 st March every year, the abstracts of which will be included in the Annual Report on the performance of Welfare funds being submitted to the Governing Body.

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