FIRST CLASS TRAVEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00498A000700120016-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 14
• Document Creation Date: December 9, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 16
• Publication Date: January 7, 1976
• Content Type: MF

I D R A F T
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MEMORANDUM FOR: Deputy Director for Intelligence'
Deputy Director for Operation '-W
Deputy Director for Science end Technology
Administrative Officer, O/D.CfI
REFERENCE Memo to Multiple Adses/fr DDA dtd
29 Oct 74, same subject
1. Referent memorandum requested that first class travel
STATINTL be authorized based on As you know, a
standard format was followed this fiscal year for the Blanket
Travel Order (BTO) covering Deputy Directors, Associate
Deputy Directors and Office'Directors for first class travel.
The legend in that BTO cites the authority simply asl
Agency Auditors state that this is not sufficiently specific.
2. Rather than issue amendments to the existing BTO's,
it is requested that appropriate travel vouchers include the
basis for first class travel as
3. Blanket Travel Orders issued next fiscal year will
contain the full citation, thus obviating the need for in-
clusion on the travel voucher.
John F. Blake
Deputy Director
for
Administration
cc: Mr. Ben Evans, Exec. Sec.
, SSA-DD/A
udit Staff
* Same memo to be sent addressed to all DDA Office Directors
1ATINTL
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MEMORANDUM FOR: Deputy Director for Administration
SUBJECT Documentation of First-Class Air
Travel Requirements
9 D', r= f{ Y~y
J iJ L.
'J J/
REFERENCE a. Report of Audit, Agency Travel System;
3 October 1973; (copy attached)
b. Memo for Record written by IG; Subject:
First-Class Air Travel; 14 August 1974;
(copy attached)
c. Memo to IG from the DDA; Subject: First-
Class Air Travel; 7 October 1974; (copy
attached)
d. Memo to Acting Chief, Audit Staff from
the IG; Subject: First-Class Air Travel;
25 October 1974; (copy attached)
e. Memo to DDI, DDO, DDSEjT, AO/DCI from the
DDA; Subject: First-Class Travel;
29 October 1974; (copy attached)
1. Reference a, contains an audit recommendation that
travel orders and/or travel vouchers include the specific
justification for use of first-class air accommodations.
Subsequent discussion between the DDA and IG resulted in a
policy statement by the DDA (Reference e) which contains the
following paragraphs:
STATINTL "l, I states, in part, that only Deputy
Directors, plus one single senior subordinate, may
approve the use of first class air accommodations.
2. When such authorizations are made will you
please ensure that the travel order states that the
determination to approve the first-class air
STATINTL accommodation is based on
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2. Contrary to this instruction by the DDA, the specific
justification for the use of first-class air accommodations
is rarely cited on the travel orders or travel claims. The
current blanket travel orders simply refer to as theSTATINTL
authority without citing one of the specific justifications
authorized by this regulation. First-class travel performed
by Agency officials, therefore, is not being appropriately
documented. Government-wide standards as prescribed by the
US General Accounting Office require that first-class travel
be supported with the specific justification for such travel
either in advance on the travel order or subsequent to the
travel on the travel accounting.
3. The Agency has historically restricted the use of
first-class travel by requiring approval at the Deputy Director
level. We recognize that this level of approval has had the
desired effect of limiting the amount of first-class travel.
However, such travel performed should be documented in accordance
with Agency as well as Government-wide standards.
4. We recommend that the DDA enforce the policy directive
issued by his office (reference e above) to require that the
justification for first-class travel be documented for
specific trips.
5. Please advise the Chief, Audit Staff of the action
taken on this matter.
Chief, Audit Staff
Office of Inspector General
Attachment
Distribution:
vOrig & 1 - DDA
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SECRET REFERENCE a
:tBPOWf OF AUDIT
Agency Travel System
For the Period
1 January 1972 - 31 May 1973
1. The Central Travel Branch (CTB), Certification and
Liaison Division, Office of Pinance is the central point
where travel claims and related expenses are uniformly re-
viewed and processed for all staff and contract employees.
Commuted travel expenses and agent travel claims are reviewed
and processed by the traveler's component. Effective 1 August
1973 the Agency instituted commuted. travel rates for travel
from the field to Headquarters; previously, commuted rates
covered only travel from Headquarters to the field. Travel
claims for DDS&T components OSA, OD4cL, OEL, and SPS are re-
viewed and processed by OSA. These components are the subject
of separate reports of audit.
AUDIT OBS1 RVAT IONS AND- RECO114MY-NDATIONS
3. Travel vouchers processed by CTI3 were reviewed on
a random test basis to determine uniform compliance with the
policies, procedures, and controls, applicable to Agency
travel. CTB is generally effective in performing its function;
however, Agency administrative procedures which govern the u3 c
of first-class air accommodations and the rate of per diem for
extended temporary duty (TDY) need to be strengthened. Also,
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there is no general ledger control account for Government
Transportation Requests (GTR's) on hand. Minor observations
were discussed with officials concerned and satisfactorily
resolved during the. audit. Our recommendations for the
Agency Travel Policy Committee and the Office of Finance
are discussed and enumerated below.
First-Class Air Accommoda Qns
4. In many instances the necessity for the use of first-
eddoraeither
class air accommodations was not adequate l. justified
25X1A the travel. order or travel voucher.
Travel Regulations allow for the use of first-class air ac-
commodations under certain circumstances; however, if an ad-
equate explanation of the circumstances necessitating the use
of first-class air accommodations is not included on the
travel order and/or travel voucher, certifying officers and
auditors are precluded from effectively reviewing the voucher.
25X1A In this connection II requires that financial trans-
actions be documented in a manner which will satisfy certifying
officers and generally accepted accounting practices.
5. In several instances first-class accommodations were
authorized because of the physical condition of the traveler,
but there was no evidence of coordination with the Office of
Medical Services (OMS). These authorizations should be ap-
proved by OHMS.
Recommendations for the A encv Travel Policy m'It tee
a. Amend Agency travel regulations to require
that specific justification for the use of first-class
25X1A air accommodations, as stated in be in-
cluded on the travel order and/or travel voucher.
b. Amend Agency travel regulations to require
that justification for the use of first-class ac-
commodations because of the traveler's physical
condition be approved by OMS.
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c. Reemphasize to the appropriate officials the
need for compliance with regulations concerning the
justification and approval of first-class air accom-
modations.
32ates of Per Diem for Extended
Foreign TDY
6. In connection with a travel order for an extended.
period of TDY, Agency regulation requires the
authorizing official to consider whether circumstances war-
rant a reduction in the rate of per diem after a two month
stay at a TDY location. Federal Travel Regulations, from
which our regulation is derived, state that per diem rates
Should be reduced when employees incur lower costs due to
extended periods of TOY.
7. CTB officials indicated there have been very few
instances of reductions in per diem for extended periods of
foreign TDY in the past year. Our review of 34 travel vouchers
for extended periods of foreign TDY disclosed only one instance
of a reduction in the rate of per diem and in only two instances
was there an indication that a reduction in the rate of per diem
was considered.
vouchers precluded an
officer or the auditor.
Recommendation for the Agency Travel Policy Conimitte
Amend Agency travel regulations to require that the
travel order or travel voucher related to an extended
period of TOY provide for a reduction of the rate of
per diem after the first two months or contain a state-
ment by the authorizing official explaining why a re-
duction is not considered appropriate.
Administrative Control of GTR's
?g. CTD is responsible for the administrative control
and safekeeping of GTR's issued to the Agency. Manual records
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EI4.b V , 6 u.i Y 1! Y b !r'] Lr tl ~ l .......... :: ,1 ~r 6:
REFERENCE b
14 August 1974
MEMORANDUM FOR THE RECORD
SUBJECT: First Class Air Travel
1. In line with my responsibility to discuss with the Director any
Audit Staff recommendations which have not been accepted by the
component concerned, I raised with the DCI this morning the above
subject, referring specifically to three documents:
(a) Audit Report, Agency Travel System, 3 October 1973;
(b) Memo to Chief, Audit Staff, Same Subject, from
Director of Finance, 2 November 1973;
(c) Memo to Chief, Audit Staff, Same Subject, from
Chairman, Travel Policy Committee, 11 April 1974.
2. Although not necessarily in this order we discussed:
(a) Use of DCI's special authority for administrative
purposes;
(b) DCI's view on a tight audit and tight certifying policy;
(c) Change of regulation to require that those approving
first class air travel specify the basis for the authorization
STATINTL under
(d) Use of blanket first class orders.
3. His reactions clearly were these:
(a) He is aware of a residual feeling in the Agency,
especially among older officers, that we need not follow
government rules and regulations (and our own) to a T, often
relying rather vaguely on the DCIs special authority, and said
very pointedly that such authority was not to be used for, administrative
matters but only for clearly defined operational purposes.
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(b) He is a strong supporter of the view that certifying
officers and auditors should insist on running a tight ship, with
the objective of establishing a CIA record in these respects equal
to that of the best in the government.
specify the bases. He first questioned whether a change in
regulation was necessary but then agreed when I pointed out that
in my view: (1) the past record showed that the approving officer
would not do it -unless required to do so and (2) it was not the
certifying officer's responsibility to provide the basis for the
authorization and being junior to the approving officer he usually
was reluctant to question the omission.
individual approving first class air travel under
(c) He favored a change of regulation to require that the
(d) He agreed that a First Class Blanket Air Travel
Authorization seemed incompatible with the objectives of
STATINTL I
4 I did not raise the question of OMS certification, feeling that
in those cases where health was a problem, an approving officer might
reasonably be expected to ask the advice of OMS, particularly when he
now had to specify a basis for authorizing the travel.
Donald F. Chamberlain
Inspector General
cc: DDMtS
irector of Finance
Chief, Audit Staff
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REFERENCE c
7 OCT '9I4
MEMORANDUM FOR: Inspector General
SUBJECT : First Class Air Travel
REFERENCES : (a) Memo for the Record by the IG dated
14 August 1974
(b) Report of. Audit, Agency Travel Systen5
I January 1972 - 31 May 1973
1. While I appreciate receiving, a copy of your Mee-noranduxr-
for the Record of 14 August 1974 concerning your discussions with
the DC:I on the 'subject of first class air travel, I feel strongly that
this subject warrants further attention prior to any action being
taken on the recommendations made by the Audit Staff in the
referenced Report of Audit.
2. Before going into the specifics relating, to the audit rc.com-
rx oendations, I thinly. it is important for us to divorce from our
consideration of their recommendations the subject of the DCI's
special authorities and abuses tlsereof. While there xx-may indeed
1 a residual feeling ar.,"Ion g some officers in the Agency ency that we
need not follow some Government rules and regulations to absolute
corr:.pliance, there is no evidence that thi: feeling has been applied
in any significant degree to the subject of authorizing or approviav
first class air travel. On the contrary, the Agency's record in the
establishment and implementation of policy and procedures r elatinv
to this specific subject can best be described as conservative.
3. Addressinj the s-ohject of first class travel in terms of
n?oi nal Governn-meat policies, procedures a n3 iinplementa.tiore, (-ix.;
finds that there are, in essence, only three basic reguiremeutu iclr
ermittin first class travel:
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a. First class travel must be authorized in advance by a
duly appointed travel authorizing official; or
b. Travelers who in the course of their journey encounter
circumstances which necessitate use of first class accomsn.oda-
tions must indicate what these circumstances were on their
travel voucher; and
c. Authorizing officials or the traveler must restrict the
use of first class travel to five specified instances.
4. When eseioting Agency travel regulations pertaining to first
class travel were promulgated, management was well aware that
this might be an area which could lead to abuse. Therefore, in CIA
the authorizing level for first class travel was placed at the unusually
high level of a Deputy Director or. a single senior subordinate.
Clearly, this was a recognition on the part of mana ernent of its
responsibility for precluding abuses. In the ensuing years the
regulatory requirements have been strictly followed (although there
undoubtedly have been some instances where the traveler who changes
to first class in the course of his journey has not initially adequately
noted on his voucher the reason therefor).
An regards the specific recommendation of the Audit 'Staff
that the senior officials dctai ;noted to authorize first class travel r:e
required to stipulate specifically why they are so doing, we believe
this requirement is not only demeaning but also would result in little
of any real significance as regards either certification or audit.
T].ieso officers authorize and approve financial transactions of far
,.,seater significance throughout their working day for which no
written justification-is required. The determination if first class
travel is necessary is purely judgmental, and we have placed the
decision in the hands of those best qualified to render such a
Jr-1.-,t.nr(-nt.
6. The recommendation that any first class travel a.uthoz?i ci1
because of the physical condition of the traveler be coordinated with
OP,, 15 in our opinion, both unnecessary and infeasible. Once
again the judgment of the authorizing official should prevail and we
feel confident that in those instances where the physical condition of
2
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the traveler might be questionable that these officers would seek
professional advice in the normal course of their decision making.
7. In sum, it is my opinion that the existin regulations per-
taining to first class travel are entirely consistent with the letter
and intent of standard Government policy and procedures and do not
require the changes recommended by the Audit Staff.
S. Speaking to a broader issue, I believe that this particular
problem of first class travel and the discussions and papers which
have resulted point out a procedure which I find bothersome. Be-
cause of the nature of the issue, it is of primary concern to the
DI-)A; yet I feel that the manner in which it has been handled escalatr.d
it to the highest management levels of the ., gency before the DDA had
an opportunity to present his case thoroughly. I would hope that you
and I could discuss this matter at an early date so as to agree on
procedures for the future which would preclude such matters being
presented to the DCI prior to full exchanges bonsnicen the IG and the
deputy director concerned.
John )F. Make
Deputy Director
for
Administration
cc: .i_}rector of Finance
hief, Audit Staff
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2 5 OCT
1974
MEMORANDUM FOR: Acting Chief, Audit Staff
SUBJECT : First Class Air Travel
In a discussion today, 24 October 1974, with the DDA we
agreed on the following:
a. The DDA will. respond to my Memo for the Record
of 14 August 1974 by agreeing that individuals approving
First Class Air Travel will specify
STATINTL I Ion the travel order and/or travel
voucher where t. ese apply. This will be done without
changing the regulation.
b. The use of first class travel because of traveler's
physical condition will not formally require OMS approval
(infeasible when away from Hdgs.) but it is expected that
responsible officers will seek professional advice in the
normal course of their decision making.
c. On the basis that blanket first class travel orders
have been used only to a very limited extent but are of
considerable value in emergencies away from headquarters,
no change will be Made in their usage.
Donald F. Chamberlain
Inspector General
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REF W9
29 to r 1914
:UX, " kN1-Xk t R X; Deputy Director for Intelligonce
Deputy Director for t arati .a
oeqvty Director for Scioi o ad Tectavlo y
mministrativ Officer, Office of the I)CI
Whim First Class Travel
STATINTL I , II states, in part, that ealy Deputy l it tos, plus
one Sin. 1o senior subonUmate. -y a re the use of first CUSS
air acc;oc:x o&tations.
2. W'en, such aut aorizationss are =do will yes ploaco CMA"
that the travel order states that the deteraixation to rp rio the
first class air acccmmiation is bamd on STATINTL
3. C xr-re ntly issmW blanket travel ord will not vo to be
av4mided to irc1 the above rogulatory citat r, but It should be
cm aired in future autlu sati .
4. In those cases where individual travel orders a boiAg
is; u&:! a ut orizi first class air acc r: o t.ion h R c of .yolmI
condition of the traveler, it is eiq~xrtod that the cxpmiina s ot'ifiy
will, if.' appropriate, seek an epi oo. frm the Office of YUdlcal
Services.
Jo.? F. a
Deputy Director
for
AdmWstratio
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 SEN ~iV ? L Ch~EC fjhtM4MTWU AND BOTTOM
i
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
Plans St
aff
Rm. 7D-02 Has.
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Bill,
Sorry this took so long; hope
something like this takes care of it.
Any changes you want to make, please
do.
Att: Draft Memo dtd 7 Jan 76 to Multiple
Adses fr DDA, subj: First Class
Travel.
FOLD HERE TO RETURN TO SENDER
"- OM: NAME:, ADDRESS AND PHONE NO.
DATE
E0-DDA 7D-26 Has.
1/8/76
FI