DOCUMENTATION OF FIRST-CLASS AIR TRAVEL REQUIREMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00498A000700120017-3
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 13
• Document Creation Date: December 9, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 17
• Publication Date: December 12, 1975
• Content Type: MF

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MEMORANDUM FOR: Deputy Director for Administration
SUBJECT Documentation of First-Class Air
Travel Requirements
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 19.74; (copy attached)
e. Memo to DDI, DDO, DDSJT, AO/DCI from the
I)DA; 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:
Directors, plus
approve the use
"1.
states, in part, that only Deputy
_
one single senior subordinate, may
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
authority without citing one of the specific as the STATINTL
ustitications
authorized by this regulation. First-class tra
vel 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 Doputy 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.
1e , A dit Staff
Office of Inspector General
Attachment
Distribution:
Orig & x - DDA
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SLC ET
REPORT OP AUDIT
Agency Travel System
REFERENCE a
Por the Period
1 January 1972 - 31 May 1973
1. The Central Travel Branch (CTB), Certification and
Liaison Division, Office of Finance is the central point
where travel claims and related expenses are uniformly re-
viewed and processed for all staff and contract ezmiployees.
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, OD&EE, OEL, and SPS are re-
viewed and processed by OSA. These components are the subject
of separate reports of audit.
AUDIT OIIa1:RVN'I`TONS AND RFCOl~qMENDATIONS
. 3. Travel vouchers processed by CTB 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 use
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 Off ice of Finance
are discussed and enumerated below.
Pirst-Glass Air Accommodations
4. In many instances the necessity for the use of first-
eddoraeither
class air accommodations was not adequately justified
25X1A the travel order or travel voucher. 1 :1 Travel Regulations allow for the use of first-class air ac-
coxmnoda'-ions 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 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 (OHMS). These authorizations should be ap-
proved by OMS.
Recommendations for the Agency 't'ravel Po] icv C 12iittcc
a. Amend Agency travel regulations to require
that specific justification for the use of first-class
air accommodations, as stated in 1 :1 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.
Rates of Pe 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
c.ctended periods of TTY.
7. CT13 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 TOY 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. The lack of explanation on the remaining 31
vouchers precluded an effective review. by either the certifying
officer or the auditor.
Recommendation for the Agency, Travel Policy- Committee
Amend Agency travel regulations to require that the
travel order or travel voucher related to an extended
period of TDY 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
8. CTB is responsible for the administrative control
and safekeeping of GTR's issued to the Agency. Manual records
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nrrrnETTCE b
14 August 1974
MEMORANDUM FOR THE RECORD
SUBJECT: First Class Air Travel ility to
Dir
the
with
dis
ect 1. In line with my res owhb h have notcbeen acc pted by Cher any
Audit Staff recommendations
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.
Z. 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
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.
(c) He favored a change of regulation to require that the
individual approving first class air travel under
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.
(d) He agreed that a First Class Blanket Air Travel
Authorization seemed incompatible with the objectives of
Donald F. Chamberlain
Inspector General
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.
cc: DDM&'S
Jiector of Finance
Chief, Audit Staff
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REFERENCE c
', OCT- 4
x ''NIORANi?UM FOR: Inspector General
SUBJECT : First Class Air Travel
REFERENCES . (a) Memo for the Record by the IG dated
14 August 1974
(b) Report of Auclit, Agency Travel System
1 January 1972 - 31 May 1973
1. l;`,'hile I appreciate receiving a copy of your h+scrnoran-dun,
for the Record of 14 August 1974 concerning your discussions with.
the DGI on the subject of first class air travel, I feel strongly that
this subject warrants further attention prior to any action being
tall cn on the recommendations made by the Audit Staff in the
referenced Report of Audit.
2. Before going into the specifiers relatin to the. audit recorin-
iiien4l.ations, I think it is important for us to divorce from our
consideration of their recommendations the subject of the DGI'SS
,spacial authorities and abuses thereof. Whilo there may indeed
do a residual feeling among some officers in the A ;ency that we
need not follow some Government rules and regulations to absolute
con . pliance, there is no evidence that this feeling has been a pplic..d
in any si nificant degree to the subject of authorizing or approva l
first class air travel. Ca the contrary, the A ency's record in the
c;:atahlishment and implementeetion of policy and procedures r elatin
to this specific subject can best be described as conservative.
3. Addressing the subject of first class travel in terms of
normal Government policies, procedures and implementation, one
finds that there are, in ee ence, only three basic requirements for
permitting first class travel:
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a. le irst 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 accommoda-
tions must indicate what these circumstances were on their
travel voucher; and
c. Authorizing officials or the traveler must restrict the
use o rf first class travel to five specified instances.
4. When e.tistin9 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 r ecog n .ition. on the part of management. of its
responsibility for precludin abuses. In the ensuing years the
r eg.ulatory 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 adequa.t(.ly
noted on his voucher the reason therefor).
5. As regards the specific recommendation of the Audit E'taff
that the senior officials designated to authorize first class travel be
required to stipulate specifically why they are so doin, we believe
this requirement is not. only demeaning but also would result in little
of an real significance as regards either certification or audit.
These officers authorize and approve financial transactions of far
greater significance throughout their vtorhing clay 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
jud grnent.
6. The recommendation that any first class travel authorized
because of the physical condition of the traveler be coordinated with
f7} is, in our opinion, both unnecessary and infeasible. Once