1. NFA administrative facilities - is defined as a place, amenity, or vehicle provided by NFA such as staffhouse, training/conference rooms, recreational facilities, etc.
2. Resident/s – NFA employees who are allowed a continuous stay in the staffhouse.

3. Lodger/s – refers to guests/transients and residents/travelling employees

4. Bunkhouse – any space converted into sleeping quarter

5. Ante-room – a room adjacent to the Regional/Provincial Manager’s Office

6. Head of Offices – refers to the Department Manager (DM) for Central Office (CO)/ Regional Manager (RM) for Regional Office (RO)/Provincial Manager (PM) for Provincial Office (PO)

1. Staffhouse and its attached facilities


1.1 For C.O. Staffhouse and its facilities, the Division Chief of the General Services Department - Administrative Facility Services Division (GSD-AFSD) shall perform as Facility Manager.

He/She shall designate a regular personnel from GSD-AFSD who will act as Facility Supervisor.

1.2 The operation and management of facilities located in the field offices shall be the responsibility of the PM wherever the facilities may be situated.

a. The PM shall act as the Facility Manager for NFA administrative facilities located in the PO other than those located in the regional seat.
b. The Provincial Administrative Officer (PAO) shall concurrently act as his/her Facility Supervisor.
2. The Head of Offices shall plan, direct and control all activities pertaining to the NFA administrative facilities in their respective areas.
3. The designated Facility Supervisor (CO/FO) shall manage and control the day to day operation and physical upkeeping of the NFA administrative facilities.

a. He/She shall be responsible for the properties, supplies and materials belonging to the NFA administrative facilities.
b. He/she shall also oversee that all transactions concerning the facilities are properly documented.
c. He/She shall ensure that necessary reports required are regularly prepared and submitted on time.

4. A regular NFA employee may be designated as Facility Custodian by the Head of Offices to assist the designated Facility Supervisor and to closely oversee the day to day operation of the NFA administrative facilities.

1. Reservation logbook (Exhibit 1) – this shall be controlled by the Facility Custodian whenever lodgers makes a reservation intending to stay in the staffhouse.
2. Request Form (Exhibit 2) – to be accomplished when employee/guest wants to avail of training/conference rooms/recreational facilities, etc.
3. Travel Authority/Endorsement/ID for the identification/monitoring of lodgers.
4. Custodian Logbook (Exhibit 3) - serves as registration and journal book maintained by the Facility Custodian which indicates the date of check-in, period of stay and record collections paid by lodgers and other necessary information.
5. Authority to Accept Payment (AAP) (Exhibit 4) - is a pre-numbered document evidencing that a collection transaction has occurred. The AAP shall be accomplished by an authorized person requesting the NFA Cashier to accept payment being made by the payee. It shall be prepared in three (3) copies to be distributed as follows:

Original – Cashier
Duplicate – Accounting
Triplicate - File (issuing staff)

6. Acknowledgement Receipt (AR) (Exhibit 5) - is a pre-numbered document, the issuance of which shall be controlled by GSD (for CO)/Supply Officer (for FO). This documents shall be issued when payment for utilization of administrative facilities is made beyond office hours and no Cashier is available.
7. Official Receipt (OR) -is an accountable form printed and pre-numbered sequentially. This shall be issued to the Lodger/Facility Supervisor/ Custodian upon payment/remittance of collections supported by AAP/AR.

8. Approved Letter of Intent - this shall be submitted by a Lodger who intends to stay in the staffhouse as resident.

9. Lodging Agreement (Exhibit 6)- this is an agreement between the concerned Facility Manager and the Lodgers when applying as Staffhouse resident.

1. Authorized Users

1.1 NFA employees who are on official or personal travel.

1.2 Immediate family members of NFA employees (parents, brothers and sisters for single employees, husband/wife and children for married employees)

1.3 Employees of other government agencies and private institutions who are on official or personal travel.

2. Rules Governing Regular Lodging

2.1 To be assured of accommodation in the staffhouse, reservation should be made at the office of the designated Facility Supervisor prior to intended date of stay.
2.2 Upon check-in, lodgers shall present to the front desk officer/custodian travel authority/endorsement/ID for purposes of identification/monitoring.
2.3 Payment of lodging fees shall always be made at the NFA Cashier’s Office supported by an AAP issued by the Custodian. Receipt of payments after office hours or Saturdays, Sundays or holidays, shall be documented with an AR.

2.4 All lodgers shall register in the Custodian Logbook indicating date of check-in, period of stay and other information.

2.5 For an overnight stay, full payment of lodging fee shall be collected upon registration/check-in.

2.6 Travelling employees on official travel shall only be issued a Certificate of Appearance upon presentation of an AR/OR representing full payment of the lodging fees.

3.1 NFA employees who are assigned from one office to another due to the exigency of the service shall be authorized as residents.
3.2 NFA employees who wants to apply as residents in the staffhouse shall submit a Letter of Intent to be approved by the Facility Manager.

3.3 Residents shall be accepted upon approval of their Letter of Intent by the Facility Manager. They shall sign a Lodging Agreement and shall abide by the terms and conditions stipulated in it. They can stay for a minimum period of one (1) month up to a maximum period of one year, renewable thereafter.

3.4 Accommodation for residents shall be on a first come first serve basis.

3.5 Family members shall not be allowed to stay permanently with the resident employee.

3.6 As a general rule, residents shall provide for their own set of bedding. However, those who will opt to use the staffhouse linen shall be charged a corresponding amount as stipulated in the agreement to defray laundry expenses.

3.7 Request for renewal shall be submitted fifteen (15) days prior to expiration of the Lodging Agreement. Renewal should be approved by the Facility Manager within seven (7) days before the expiration of the Lodging Agreement.

3.8 Residents shall pay the allowable fees based on the latest approved lodging fees in the area approved by the concerned Head of Office.

3.9 Residents shall still be required to pay for the whole month's lodging fees even if they stay at the staffhouse for only a few days in a month.

3.10 Only one or two rooms shall be assigned for resident employees leaving sufficient rooms to accomodate travelling employees.

3.11 Termination of Lodging Agreement:

a. Failure of the resident to comply with the provisions of the Lodging Agreement and with the rules and regulations of the staffhouse.
b. Any unlawful/scandalous act committed by the lodger during his/her stay.

4.1 All lodgers must register on the logbook located at the lobby guard and on Custodian Logbook located in the staffhouse. They should clearly indicate the date/time of their check-in and check-out and fill out all necessary information.
4.2 Lodgers are requested to observe proper decorum at all times.
4.3 Staffhouse linens, toiletries, kitchen utensils, dining wares and other items belonging to the staffhouse shall not be brought outside the staffhouse premises at any one time.

4.4 There shall be no holding of gambling and drinking sessions in the staffhouse other than cocktail parties during special occasions with the prior approval of the Head of Office. Beer, liquor and other alcoholic drinks are not allowed inside the staffhouse premises.
4.5 Cooking and eating shall only be allowed in the kitchen/dining room. Lodgers shall wash kitchen/dining wares immediately after use.

4.6 Smoking/Vaping is strictly prohibited inside the staffhouse premises.
4.7 Lodgers should conserve water and electricity.
4.8 Lodgers shall be responsible in safeguarding their personal belongings at all times. When leaving the staffhouse premises, rooms shall always be locked.
4.9 Lodgers may inquire from the Facility Custodian on safekeeping of cash and other valuables. Management is not responsible for any loss of cash and other valuables safekeep or which has not been coordinated as advised.
4.10 Wearing of slippers, sando or shorts within the premises of NFA during office hours is not allowed.
4.11 The staffhouse should in no way be used by employees as place for loafing, taking naps and similar activities during office hours.

4.12 At all times, lodgers should secure an AR/OR from the Facility Custodian when paying lodging fees.


4.13 Room keys shall be properly turned-over to the Facility Custodian before check-out. Lost keys shall be charged to the concerned lodger based on replacement cost.

B. Training/Conference Rooms

1. Those who intend to use this facility shall accomplish a Request Form to be approved by the Facility Supervisor. Appropriate fees shall be paid after its utilization.

2. Training/Conference participants may be allowed to stay overnight in the staffhouse depending upon the availability of the rooms. A separate fee shall be charged based on the latest approved lodging rates.

3. Use of the training/conference rooms shall include the use of chairs, tables, etc. The number of participants shall not exceed the maximum capacity of the training/conference room.

1. Recreational facilities can be any of the following:

• Basketball Court
• Tennis Court
• Swimming pool
  
2. Use of recreational facilities shall be extended for a fee to authorized users of the NFA staffhouses, participants of trainings/conferences being conducted at NFA and other outsiders.
3. An approved Request Form also be required prior to use of this facility. Appropriate fees shall be paid after the use of the facilities for which an AR/OR shall be issued.

4. The recreational facility fees shall be charged separately from staffhouse lodging fees.

5. Logbook on the use of the recreational facilities shall be maintained by the Facility Supervisor/Custodian (Exhibit 7). The use of the facilities after office hours shall be reported by the security guard or utilityman on duty.

of NFA administrative facilities as the case may be.

1. Requisition of Vehicle assistance for the employee shall follow the latest approved SOP on Vehicle Control System.
2. The concerned requesting employee/office shall upon approval of the request for any vehicle assistance, pay for the rental fee to the NFA Cashier.

3. No vehicle shall be dispatched unless the rental fee has been paid by the. requesting employee/office.

2. A Memo Circular stating the allowable rates shall be issued for staffhouse, training/conference rooms and recreational facilities in the area. Increase in the rates shall be made when necessary.

4. NFA officials who are assigned from one office to another shall be allowed free quarters.

1. Pro-forma Accounting Entries:

Account Code Account Name

a. Collection of fees

DR: 10101010 01MSC Cash – Regular Collecting Officer Acct MSC xxx
CR: 40201990 SLcode Other Service Income-Administrative Facility Fee xxx

b. Remittance of Collection

DR: 10304060 SLcode Due from Central Office/Home/Head Office xxx
DR: 10102030 SLcode Cash in Bank-Local Currency, Savings Account xxx
CR: 10101010 01MSC Cash – Regular Collecting Officer Acct MSC xxx


c. Expenses incurred in the operation of NFA administrative facilities

DR: 240 Exp GLcode SLcode Office of the PM, Admin & Gen. Services
and Finance xxx
CR: 20101010 SLcode Accounts Payable-Pvt. Institution/Corp/
Contractors/Individual xxx

d. Payment of Expenses
DR: 20101010 SLcode Accounts Payable-Pvt. Institution/Corp/ xxx
Contractors/Individual
CR: 10102020 SLcode Cash in Bank-Local Currency, Current Account xxx