DRAFT OF CIA SERVICES REGULATION (SANITIZED) SERIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200030133-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: December 20, 2016
• Document Release Date: October 2, 2007
• Sequence Number: 133
• Publication Date: November 15, 1997
• Content Type: MF

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S E C R E T
NOV 9 1950
MEMORANDUM FOR: Assistant Director for
Assistant Director for
Assistant Director for
Assistant Director for
Assistant Director for
Assistant Director for
Budget Officer
Personnel Director
Chief,
Chief, Advisory Council
General Counsel,
Chief,
Chief,
Chief,
Chief,
Chief,
Reports and Estimates
Collection and Dissemination
Scientific Intelligence
Operations
Policy Coordination
Special Operations
Draft of CIA Services Regulation ~
1. Pursuant to the provisions of Administrative Instruction
Regulations,
v++~ v in
Services Regulation has been prepared for inclusion in the CIA
2. It is requested that you forward your concurrence and/or
comments to this office at your earliest convenience.
Management Officer
Attachment Draft of CIA-Services Regulation.
Document No. '~K
NO CHANGE in Class.
0 DECLASSIFIED
~~~ Class. C1AGLD TO: TS S
DDA DA eMmo, 4 Apr 77
C ~}VNF U,_ 1H "IML Auth: D
v3. 77/176
Da't a :O_: j. M,1 1W7R By:
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CENTRAL INTELLIGENCE AGENCY REGULATION
1. GENERAL SERVICES
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1 November 1950
An Space Acquisition and Assignment
for the assignment Of-Government-owned or Government-leased
space.
2. Requests t h e 1.cqu on pf space should be forwarded
space required, the desired location, the quantity in
square feet, and the general purpose for which it is required,
together with appropriate justification.
3. Space assignments to CIA activities in the Washin'ton
area
wily
otherwise specified in appropriate CIA regulations.
B. Space Release and Exchan
1" The Gk4off , Services ~i ~2wi11 be notified in writing
of assigned space which may be released by a CIA activity.
2. Requests for the exchange of space between two or more
activities of CIA will be made to the Vii', Services
Division.
Maintenance of and Alterations to Buildings Assigned to or
Leased. by CIA
1. All requests for renovations and installations required
in buildings assigned to or leased by CIA will be made to the
Services Division, on Form No. 36-7, "Requisition for
Supplies, Equipment or Service", or as otherwise appropriate.
2. Requests for maintenance services may be submitted in
writing or by telephone to the s B anch.
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NUMBERI CENTRAL INTELLIGENCE AGENCY REGULATION
1 November 1950
D. Moves
Requests for moving of offices or other activities will
be made in writing to the , Services Division, indi-
cating the building and rooms from and to which the moves
are desired. Normally, a minimum period of three days will
be required to arrange for moving services.
E. Parking Spaces
Allotments of parking spaces will be made in blocks by
the QWomfr) Services Division, to CIA activities for reassign-
ment to their employees. Assistant Direc taff
Chiefs will report to the (Services
Division, the assignment of parking spaces to individuals,
including the space number, name and telephone number of
individual to which it is assigned, and the year, make, model
and license number of his vehicle. The
Bar; Services Division, is responsible for the inspection
of parking areas.
F. Telephone and Teletype Service
1. Requests for telephone service will be made to the Chief,
describing the type of service required, the building and
rooms in which service is to be located, and the individual
in writing
who will provide detailed information. The Chief,
2. Requests to utility companies for telephone and tele-
type services within the Washington area will be made only
by the Services Division.
for adequate service. A minimum period of three days for
change or initial installation of telephone service is
required.
will prescribe the type of installation best su e
G. Cafeterias
25X1 The Chief, is responsible for
liaison with Government Services, Inc. in connection with
cafeterias operated by that organization in CIA buildings.
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CENTRAL INTELLIGENCE AGENCY REGULATION NUMBER
1 November 1950
Suggestions or complaints in connection with the operation
of such cafeterias will be made to the Chief, Gerl?Ser-
vices Brneh,i pW a-
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CENTRAL INTELLIGENCE AGENCY REGULATION
1 Nove*owr i i5
A. Authorization to Request Reproduction
Assistant Directors and Staff Chiefs will designate individ-
uals, grade GS-9 or above, under their jurisdiction who are
authorized to request reproduction services, and inform the
-ref, Services D, in writing, of such designations.
B. Process o Copies
The heavy demand upon CIA reproduction facilities makes it
essential that, individuals authorized to request reproduction
services thoroughly familiarize themselves with each type of
process available, the time required for reproduction, and the
cost of each. The number of copies requested must be kept to a
minimum.
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CENTRAL INTELLIGENCE AGENCY REGULATION NUMBER
D1LC1J. 1 SECRET
1 November?
A. Contracting and Procurement Authority
The Director will delegate authority to those employees who
may incur legal obligations by'Ynformal or formal contracts for
any type of procurement of supplies, equipment or services. Such
delegations will not be contained in this manual.
B. Authority to Initiate Requests Requiring Financial Obligations
(Supplies, Equipment and Services)
Assistant Directors and Staff Chiefs are authorized to initi-
ate requests for supplies, equipment and services which require
financial obligations, with the power of delegation to such ad-
ditional individuals as may be necessary for good administrative
control. Names of employees designated will be reported to the
Chief, Services Division, in writing (see Regulation 0 for 25X1
budgetary control).
C. Building Supply Rooms
Commonly used expendable office supplies are available in
Rooms 2031 "L" Building and 1152 "Q" Building, which are main-
tained by the Supply Branch, Services Division. Assistant
Directors and Staff Chiefs of offices serviced by the supply
rooms are responsible for assuring that only minimum quantities
of supplies are maintained within their areas for official use,
as supplies are available from the supply rooms on a daily basis.
Space in safes and other filing equipment will not be used to
store such items. Form No. 36-204, "Building Supply Order",
containing stock numbers of the items stocked will be completed
in single copy by designated responsible officers and will be
presented to the storekeeper for issue purposes.
D. Property Accountability
1. Assistant Directors and Staff Chiefs may delegate
authority to personnel under their jurisdiction, of grade
GS-7 or higher, to requisition supplies, equipment or
services from Services Division. Individuals designated
will serve as accountable officers for all non-expendable
property within their jurisdiction.
f1 ru
av"
c -`vvrrs d vpe Ir /~~.,. c Ti o,?~ S
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NUMBER
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CENTRAL INTELLIGENCE AGENCY REGULATION
2. Accountable Officers will designate individuals as Responsi-
ble Officers according to the organizational structure or
location of the activity. Responsible Officers will'take all
necessary precautions for the proper use, protection, and
movement of any government property which may come into their
custody or control and may be redelegated authority to req-
uisition expendable supplies from warehouse stock.
3. Listed below is the prescribed manner in which property
records will be maintained by Accountable Officers-
a. A property record account will be established for each
designated Accountable Officer and an account number will
be assigned to each account by the Chief, Services
Division.
b. Accountable Officers will utilize the face of Form
No. 36-1J+, "Stock Control Card", to record debit and
credit transactions of non-expendable property and to in-
dicate by item, total accountability for property under
their control. The reverse side of Form No. 36-14,
"Accounts Control", will be used to indicate the total
accountability of each Responsible Officer under their
jurisdiction.
c. Accountable Officers will maintain a numerical file of
credit and debit vouchers to support transactions in their
property accounts.
d. When an Accountable Officer authorizes the issue of
small portable items, such as brief cases, pen sets, etc.,
he will prepare Form No. 36-99, "Employee Property Issue
Record", and hale the form initialled by the recipient.
When the. property is returned, the Accountable Officer may
issue a receipt, if requested, to the employee. In the
event an employee is separated or transferred from the
activity to which he is assigned, the Accountable Officer
will be responsible for determining that all items charged
are returned in such condition as received, reasonable wear
and tear excepted, before issuing a property clearance for
the employee concerned.
e. "Reports of Inventory Adjustments", Form No. 36-16,
will be prepared in triplicate and forwarded to the Chief,
Services Division. The use of such reports will be
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CE1AL INTELLIGENCE AGENCY REGULATION NUMBER
1 November 1950
confined to rectifying errors resulting from. incorrect
nomenclature, clerical or typographical errors, and
assuming accountability for property previously unac-
counted for.
f. "Survey Report", Form No, 36-18, will be prepared in
triplicate and forwarded to the Chief, Services Division,
in the event property is lost, destroyed, damages or stolen.
Lost or stolen pro erty should be reported immediately to
the Services Division, Extension in 25X1
order that a prompt investigation may be carried out.
.
g. The Chief, Services Division, is hereby delegated
authority to approve Certificates of Droppage - Expendable
Supplies, to drop from accountability expendable supplies
which have become lost or destroyed without fault or neg-
lect while on hand in a supply account when the aggregate
loss per account, except fuels and lubricants, does not
exceed $10.00 per quarter. A maximum tolerance of one per
cent will be allowed for gasoline evaporation charged to
the Accountable Officer, Transportation Branch, Services
Division, whereas other installations responsible for
gasoline accounting will be granted an allowance of
of 1% evaporation. It is not the intent of this dele-
gation to provide a quarterly allowance which may be
accrued or claimed as a matter of right without regard
to actual losses but rather to establish a limitation
on the value of items that may be dropped from the stock
record account by expeditious procedure.
h. Transfer of property accountability will be effected
after audit of the records and a complete physical inven-
tory has been made. A memorandum certificate will be
executed by the outgoing and incoming Accountable Officers
transferring accountability.
I. The will conduct audits and inventories
of property accounts.
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1 November 19 0
CENTRAL INTELLIGENCE AGENCY REGULATION
E. Property Utilization
In order to obtain maximum economical use of non-expendable
equipment, there is hereby established a property utilization
program.
a. Numerical limitations of all common-use items (Class
A, B, and C) will be established by agreement between
Assistant Directors and. Staff Chiefs and the Chief, Admin-
istrative Staff, in accordance with Tables of Organization.
Numerical limitations for common-use items may be increased
or decreased by mutual agreement between the activity con-
cerned and the Chief, Administrative Staff. Issues in
excess of numerical limitations as agreed upon will not be
made by the Services Division.
b. Assistant Directors and Staff Chiefs will take such
action as is necessary to accomplish maximum and proper
use of all equipment and to requisition suitable equipment
to fill specific needs.
c. The Services Division,
Staff, will review the use of equipment as a part of
periodic audits of accountability records.
d. The following policy is established as a general
guide for the allocation of office equipment and furnish-
ings to the various offices of CIA, subject to reasonable
modification in the discretion of the Chief, Administrative
Staff:
Class "A" Equipment
Offices of the Director and Deputy Director
Offices of the Executive and Deputy Executive
Offices of Assistant Directors and their Deputies
Offices of CIA Staff Chiefs and their Deputies
Claes-?"B" Equipment
Offices of Division Chiefs
Offices of Chiefs of organizational units
equivalent to a Division
Class "C" Equipment
All other offices
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F. Property Disposal
1. Property which is excess to the needs of any using activ-
ity will be returned to stock by forwarding to the Chief,
Services Division, an original and two copies of Form No.
36-24, "Property Turn-In or Transfer Slip", stating the loca-
tion and date the property may be picked up.
2. a. Property Survey Boards composed of members as listed
below are hereby constituted to act on all matters per-
taining to loss. damage, destruction, theft, or for the
disposition of public property for which CIA is responsi-
ble.
Overt Board
Deputy Chief of I&SS Chairman
Chief, Inspection Member
Division, I&SS
Member, Legal Staff Member and
Legal Advisor
Chief, Services Divi- Member and
sion, Administrative Recorder
Staff
Chief, Member and
Services Division, Alternate
Administrative Staff Recorder
Covert Board
Deputy Chief of I&SS
Member, Legal Staff
Chief. Procurement
and Supply Division,
Special Support Staff
Chief. Acc
d
Finance Division.
Special Support
Staff
Three members will constitute a quorum.
b. The Chief, Services Division, Administrative Staff,
will supply such administrative, technical, and clerical
assistance as may be required by the Overt Board; and
similar assistance will be provided by the Chief, Procure-
ment and Supply Division, Special Support Staff, for the
Covert Board.
3. The Property Survey Board will:
a. Determine the pecuniary liability or relief from ac-
countability or responsibility of any individual for loss,
damage, destruction or theft or other disposition of public
property for which CIA is responsible, where the total mone-
tary value involved in $1,000 or less.
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1 November 1950
b. Designate any qualified individual to act for it in
appropriate cases in determining relief from account-
ability or responsibility for damage to, or shortage of,
CIA property where there is no evidence of fault or neg-
lect on the part of the individuals concerned and where
the estimated damage is not in excess of $100.
c. Direct disposition or destruction of unserviceable,
obsolete or surplus property in the custody of CIA. The
Board may designate any qualified individual to act for
it in appropriate cases under this authorization.
d. Recommend action to the Executive, who will take final
action or recommend action to the Director, in connection
with paragraph 3(a) above, where the monetary value involved
is in excess of $1,000.
e. Require such initial Survey Reports, and presentation
of evidence either in person or in writing, as may be con-
sidered necessary to arrive at appropriate conclusions and
determinations.
f. Maintain adequate records of its actions.
1+. The Board and the Executive are charged with the responsi-
bility of informing the Director of any unusual circumstances
or matters which should be brought to his personal knowledge
in connection with this regulation. Board reports under this
paragraph will be routed through the Executive.
5. Individuals against whom pecuniary responsibility is
established under the provisions of this regulation, may
appeal, in writing, to the Director, within thirty (30) days
after receipt of notification of such liability.
C. Removal of Government Property from CIA Buildings
A properly authenticated "Property Pass ,Form No. BM-68, is
required before government property can be removed from CIA
buildings. Property Accountable Officers and other : m.ployees
designated by the Chief, Services Division, are auut?h,nrized to
issue Property Passes. The Chief, Services Di feion viii file
'1t-h the Captain of the Huard rorce. throuab the 25X1
issue 71ropert7 Passes.
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CENTRAL INTELLIGENCE AGENCY REGULATION NUMBER
1 November 1950
and/or excess property provided the total acquisition cost of
the items disposed of in each quarter of the fiscal year does
not exceed $100.
C. Request for Approval in Excess of Limitations
1. Supplies, equipment or services in excess of authorized
limitations, or services covering rental of space, utilities
or other continuing services will, prior to procurement or
negotiation, be directed to the Chief, Services Division for
approval.
D. Property Accounting
One signed receiving or issue document covering each
transaction will be directed to the Chief, Services Division,
Attn: Supply Branch, for property accounting purposes.
E. Shipments of Supplies and Equipment
1, Domestic: Shipments, except minor items transmitted by
regular mail, will be effected by Supply Branch, Services
Division, Administrative Staff.
2. Foreign: Shipments, except minor items transmitted by
regular mail or pouch, from Washington will be effected
by Supply Branch, Services Division, Administrative Staff.
Shipments originating at the field offices will be effected
by the field office concerned.
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1. November 1956
CENTRAL I?TELLIGENCE AGENCY REGULATION
A, The Services Division,
w ~~ e r performing the following functions
with respect to travel of personnel on official business; move-
ment of household goods and dependents when travel is in connec-
tion with a change of official station; the shipment of supplies
and equipment; and the operation of the motor pool.
B. Traunspoi tation of Employees
1 ~ "Upon receipt of approved copy of "Request for Travel
Order", Form No- 34-5, the ill contact
the traveler to ascertain date of departure, mode of travel to
be utilized and length of time required at stop-over points in
order that necessary reservations may be made and Transportation
Requests prepared A Where travel overseas is involved, arrange-
ments are made for procuring passports, physical examinations,
immunizations when required; the procuring of Theater Command-
er's approval, the issuance of identification card and special
travel orders when travel is to an occupied zone. Arrange-
ments are made for briefing and security clearance within 48
hours prior to eto ee's de artu.re for overseas
2. The will arrange all reservations
and issue `;., a necessary Transportation Requests to cover the
travel. In order to provide transportation via the most eco-
nomical route and take advantage of minimum-cost accommodations
for both rail and ocean travel, requests for space must be
placed as far as possible in advance of the travel date.
C. Transportation of Fusehold Goods and Personal Effects
1o Existing legislation authorizes the payment of transpor-
tation expenses and other expenses incident thereto for the
movement of household goods and personal effects in connec-
tion with3ange of official duty stations and to first duty
station overseas of new appointees, within certain weight
limitation, for other than TDY
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CENTRAL INTELLIGENCE AGENCY REGULATION
1 November 1950
and privately owned automobiles to overseas destinations, must
be routed through Administrative Officers to the
Branch, including the following information:
Name
Title and Office
Present Official Station
New Official Station
Location of Effects (street address)
Person to be Contacted at that Address
Estimated Weight of Shipment
A Goods to be Picked Up
The will make all arrangements to have
the nuueenuia prsonal effects picked up from the
employee's home, packed, crated and otherwise prepared for
export shipment, and upon completion of the packing and crat-
ing will arrange for shipment to the overseas destination.
D. Transportation of Dependents
1. The must be advised promptly if
arrangement s are to be made for the transportation of depend-
ents- Complete information should be furnished showing names,
relationship, and in the case of minor children, their sex and
age.
2. The will perform the same services as
are rendered to the employee and assist the dependents in every
way possible whether they travel with the employee or depart at
a later date.
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e. l 50
2Assignment of passenger-carrying vehicles to indivi-
duals and activities will be made only upon the written
request of an Assistant Director or Staff Chief and
approved by the Executive. It is the policy of the
Director to keep such assignmente to an absolute minimum,
and to utilize the shuttle and motor-pool service to the
maximum possible degree.
30 ao Except as otherwise specifically authorized in
writing by the Executive, no employee of CIA stationed
in Washington will be permitted to operate CIA motor
vehicles without a properly certified CIA driver's
liceneeO Authority for issuing CIA licenses is vested
C D fl LLIGE1CE AGENCY REGULATION
a o The maintains a central
motor pool comprised of passenger-carrying vehicles,
including busses, and various types of trucks and
trailers o Passenger care are operated to meet
transportation needs which cannot be secured by
the use of scheduled shuttle service. Transporta-
tion other than by shuttle service to points served
by the shuttle may be requested from the Dispatcher,
Extension when necessary.
b, The BB u ing passenger motor pool operates
on a.24-hour basis daily, including Saturdays, Sundays,
and holidays. After 1700 hours on regular workdays
and on Saturdays, Sundays, and holidays, requests for
transportation must be routed through the Night Duty
Motor Transportation
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CENTRAL INTELLIGENCE AGENCY REGULATION
NUMBER
1 November 1950
df1sC'~t t7L
in the, Services B4 +eien,
after appropriate certification by the
Personnel Division, and the
eques "or driver?s licenses should be made
in writing by the Office or Staff section concerned,
to the Services Division, indicating necessity.
4. All assigned and pool c u ears are
Chief, Services Division,
for administrative purposes, including working
hours, overtime and replacement of assigned chauffeurs due to
absences or terminations,
5. a. Except as specified in b, below, pool chauffeurs
will not wait for passengers longer than 15 minutes,
unless prior arrangements have been made with the
Dispatcher.
b. Assistant Directors and Staff Chiefs and their
deputies, when using motor pool cars, are authorized
to have such cars wait for them at destination re-
gardless of the time involved, or to return for them
at a given time. These officials should inform the
Dispatcher whether the car should wait or return in
order that chauffeurs may receive proper instructions
from their supervisor.
6. Chauffeurs who perform overtime work will report the
hours worked, together with the signature of the person
for whom the driving was performed as a basis for overtime
payments. Prior verbal approval for overtime driving should
be obtained, if practicable, from the Chief,
services Division, F F__
7. Chauffeurs are personally responsible in e event of
traffic violations. Chauffeurs will not be ordered to
violate traffic regulations.
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UMB E
71- N November 9 56
CENT AT IINT IGrNCE AGENCY R TJLATIO
a. Government motor vehicles are to be used by personnel
of this Agency for official purposes only.
h. Public w 600 requires the suspension or d.i.smissal
of any employee who uses or is found responsible for the
use of a Government-owned vehicle for other than official
Purposes. " ~- n
c. The I
will ma
ke periodic
checks of d.ispaicn records, an will discuss
with
Assistant Directors and Staff Chiefs any apparent ~rioia,-
ti.ons of this paragraph. When considered necessary he.
qtll report apparent violations to the Executive for
further acction, including statement of previous dis-
cussions with officials concerned.
10. a. In order that the y Min-
tain proper records and nsur?e that all Agency vehicles
are serviced at regular intervals, a "Monthly Motor
Vehicle Operating, Maintenance and Repair Record",
Form No. 36-201, will be submitted on all vphInIAA
e
end of each month to Chief, Ser-
vices Division, through e
the Office to which the
vehicle is assigned.
b. Form No. 36-203-A, "Annual Motor Vehicle Operating,
T intenence end Repair per-ees?9, provides for the accu-
mulation of coats for a specific vehicle for one year.
The totals entered on each Form No. 36-203 should be
posted at the end of each month to Form No. 4;-2(Y-A.
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CENTRAL INTELLIGENCE AGENCY REGULATION Number
information furnished each month on Form No. 36-203.
11. Trucks and trailers are operated for the delivery of
supplies and equipment to the various Agency offices in the
Washington area and for such other local and long-distance
hauling as necessary.
G. Use of Taxicabs
1. When it has been definitely determined that government
transportation will not be available within a reasonable
time, the use of taxicabs for official business by Agency
employees may be authorized by Assistant Directors and Staff
Chiefs, their deputies, or Chiefs of Field Stations, under
the following circumstances-.
ao To meet urgent fixed appointments.
b. To transport unusually bulky documents or delicate
or cumbersome equipment, provided there is an urgent
immediate need.
2. Adequate statements of justification must accompany
reimbursement vouchers.
3. The use of taxicabs while in a travel status will be
governed by the provisions of Standardized Government Travel
Regulations.
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