Standard Operating Procedure for Gevra Area Office Canteen

1. Objective:
The objective of this Standard Operating Procedure (SOP) is to outline the guidelines and
procedures for the operation of the Gevra Area Office Canteen. This SOP ensures that all
employees are eligible for a maximum of 2 times tea/coffee/buttermilk/green tea every day,
with bills routed through the Area Personnel Manager (APM), Gevra Area. All other expenses
incurred are to be borne by the respective department and require approval from the General
Manager, Gevra Area. The canteen owner is responsible for providing bills by the 10th of
every month for timely payment.

2. Responsibilities:
a. Canteen Owner:
- Ensure availability of tea, coffee, buttermilk, and green tea during office hours.
- Maintain cleanliness and hygiene in the canteen.
- Provide bills for tea/coffee/buttermilk/green tea consumption by the 10th of every
month.
- Coordinate with APM for routing bills through proper channels.
- Comply with all safety and hygiene standards.

b. Area Personnel Manager (APM):

- Receive bills from the canteen owner for tea/coffee/buttermilk/green tea.
- Route bills to the respective departments for processing.
- Ensure timely processing of bills of the canteen.
- Coordinate with the General Manager for approval of other expenses.

c. General Manager, Gevra Area:

- Approve expenses other than tea/coffee/buttermilk/green tea consumption.
- Provide necessary guidance and approvals for canteen operations.

3. Procedure:
- Tea/Coffee/Buttermilk/Green Tea Consumption:
 - All employees are eligible for a maximum of 2 times tea/coffee/buttermilk/green tea
every day.
- Employees are required to sign in the designated register for their consumption.
- The canteen owner will maintain a daily consumption log.

- Billing and Payment:

- The canteen owner will provide bills for tea/coffee/buttermilk/green tea consumption to
the HoD’s concerned for consumption of their department which will be then verified by
them. After that, the same will be routed through APM by the 10th of every month.
- APM will route them for approval of competent authority.
- Approved bills will be processed for payment to finance department.
- Payments will be made directly to the canteen owner through SAP.

- Other Expenses:
- Any expenses other than tea/coffee/buttermilk/green tea consumption (such as food
items, special events) require prior approval from the General Manager.
- Departments must submit a request for approval of such expenses to the General
Manager through the APM.
- Approved expenses will be processed for payment by the APM.

4. Safety and Hygiene:

- The canteen owner is responsible for maintaining cleanliness and hygiene in the canteen
area.
- Regular cleaning and sanitisation of utensils and surfaces must be conducted.
- The canteen owner must adhere to all food safety standards and regulations.

5. Record Keeping:
- APM will maintain records of all canteen expenses, including bills, consumption logs, and
approvals.
- Records will be kept for auditing purposes and compliance checks.
6. Compliance:
- All departments and employees are required to comply with this SOP.
- Non-compliance or misuse of canteen facilities will be subject to disciplinary action.

7. Review and Updates:

- This SOP will be reviewed annually for any necessary updates.
- Any changes to the SOP will be communicated to all relevant stakeholders.

This SOP ensures the efficient and transparent operation of the Gevra Area Office Canteen,
with proper controls in place for billing, approval of expenses, and adherence to safety and
hygiene standards.
Submitted to General Manager, Gevra Area for his kind perusal and approval please.