'FOOD TRIP'
COA questions Capitol for 'eating too much'

By Florence F. Hibionada

The Capitol has such an appetite.

Government auditors have called the attention of Capitol over food expenses for guests and catering services that were charged “extravagantly, excessively and unconscionably” against provincial coffers.

The Commission on Audit also observed that the disbursement vouchers and other documents which the Capitol submitted to justify the expenses appear doubtful and lack important data such as the official purpose of the event, venue and identities of the persons and guests entertained.

With over P3.5 million spent for meals during various meetings, conferences and gatherings of the Iloilo Provincial Government, COA conducted a special review on transactions covering the period of July to December 2003 and January to June 2004. Sources said the 'special audit' came into view after government auditors noticed the unusual influx of food expenses charged to provincial funds.

Other reasons for the official meals such as one made at Tatoy's for the respondents and witnesses of a civil case the province faced, post-medical mission meals of First Gentleman Jose Miguel Arroyo and party, 3 meal-2 snacks for a day's meeting in an inland resort in Barotac Nuevo and other “unknown” conferences were likewise bared.

As such, sample transactions reviewed disclosed the Capitol occasions that had six to thirteen food courses and catering cost of P200 to P430.77 per person.

'Ghost Eaters'

The Commission also reported of tampered attendance sheets and, in one instance, a 'cut and paste' method, where a set of names written on a paper with a different shade were pasted or superimposed on the 'regular' attendance sheet. Capitol paid P34, 546,71 for that transaction made by the Office of the Governor.

“There were some instances wherein some persons signed the attendance sheet twice (2x) and others thrice (3x) during the same day for the same occasion. We also noted that there were persons who signed in the attendance sheet more than once under the same name but with different handwriting strokes, thus placing doubt on the authenticity of the document,” the COA observed in its Audit Observation Memorandum (AOM).

And had these attendance sheets been properly monitored, the auditors stressed, “the cost of meals paid to caterers could have been correspondingly reduced as the contract/purchase order was on a per person basis.”

The AOM was addressed to Governor Niel Tupas and signed by Provincial Auditor Daisylyn Tavarro, State Auditor IV, Audit Team Leader. Corresponding legal moves await the action of the COA's legal department with Notice of Disallowances (NDs) among its expected recommendation.

Questionable 'shopping'

COA also questioned the 'shopping' mode of procurement used by management officials with the meetings and Capitol occasions justified as 'emergency in nature.'

As explained thereafter, 'shopping' as mode shall be resorted to only “when there is an unforeseen contingency requiring immediate purchase provided the amount does not exceed P50,000.”

Consultative meetings, the COA pointed out, are regular in the Capitol and usually done quarterly thus not “unforeseen events that would always warrant the use of shopping as the mode of procurement and dispense with the requirement of competitive public bidding.”

In a closed-door conference early this week, top Capitol officials met with the COA audit team, during which The News Today learned, Governor Niel Tupas assured the auditors of “drastic measures to reduce expenses in catering services.”

Among the charges of food expenses include P222,280 paid by the Governor's office to Tatoy's Manokan in Villa for a gathering allegedly held last July 15, 2003 and explained as meeting with President Gloria Arroyo.

There was also P121,431 paid to Sarabia Manor Hotel for an October 20, 2004 meeting of the governor with members of the Philippine Judges Association; a May 14, 2004 meeting also by the governor with Department of Interior and Local Government (DILG) officials which had P19,980 worth of meals, and which COA questioned for lack of meeting date, no purchase request, no purchase order, no inspection report, no acceptance report, no number of persons who attended and again, “shopping” as mode of procurement. Despite all absent documents, check no. 0002830815 was issued to pay the amount.

Similar COA remarks to one meal of the governor with health officials valued at P18,980 that had no list of guest and date of meeting and yet another with the Department of Trade and Industry (DTI) executives at Gleca's cuisine of P8,678 that had no list of guests and number of participants.

“We recommend the following – observe economy and austerity on expenses for food and entertainment of guests and on payments for catering services during conferences and consultative meetings among constituents,” the AOM continued while adding “adequately plan events to provide sufficient time for the conduct of public bidding/eligibility checking.”

And fill up the attendance sheets properly, provide the dates and venues of meetings for proper evaluation of documents, the Commission ended.