CIG MANUAL OF ADMINISTRATIVE INSTRUCTIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100010001-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 302
• Document Creation Date: December 12, 2016
• Document Release Date: March 20, 2001
• Sequence Number: 1
• Content Type: REGULATION

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Approved For Release 2 6 . - - 0728R000100010001-2
HISTORICAL DOCUMENT
Destroy only with consent 1
ef the Historical Officer.
Name :
Date :
CONFIDENTIAL
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
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CIO ADIIINDIVIATIVE INTRUCTI0143
STICIMITY
CONFIDENTIAL
01' COUTMITS
OEN11RAL
1. ,Purpose
2. attst of Beouritz
3. PlioyOorrnin&Vee of Official Data
4. Poli Go_sr vomi Unofficial Publioations tutd Related Matter
a? Publications and Utterance Relating to Intolligenoe
b? Othor Publications. Activities and 'Utterances
o? Anhounoestent of Connection with MG
6.Pana..3At.....m for .,1,.....Azukson?Con
a. Administrative Action
b? Legal Action
6. Functions and Roaponaibilities of the Security 44wision
a? General
REMIT!OFPETISOMISL
le POlicy Cona?rnjn Clearance of Personnel for Duties With
Centr....4......enee rem
2. Investigation of Personnel
a. Minima Investigation Requirements
b. Review of Report'
*IDENTIAL
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CV') LIANUAL AIWINISTRATIVE /11STRUCTIORS
c? Investigations by Other Agenoion
d? Forsonnol Dotailod to CIO
3. Method of Revostinianelmgas
4. Waivot1S11.2m1Iy.9.oarnviLand12.1m1s1Rolatives provision
a? Waiver of Security Oloaranoo
be Mayor of Foram Relativen Provision
of, Justification for Enploymont
S....a.__._.2JArovml:l/etpmlra
S? Cloaed(hises
7. ItUEMAEMTA
8. ,Seourity Indoctrination
a? Preliminary Indootrination
b? Indoctrination Class
ge Charlie of Status
10, Termination of.y......mElMmloitmg&I,220.24119?221
a? Exit Interview
be Exooptions
ONCIMITY OP INULDINOS AND INSTALLATIONS
01.111.11.0.1.0.21~11?11.????????????.?????11.1411.~11~1~0
l? Admittanea of C.1431aan........hot?Oovernment Personnel
?????110.W
a. Regular Bmployees
b. Employees of Other Covornment Avnoiaa
a. PBA Maintenanoo Employees
d? Forgotten Idsotifloation Credentials
0, Ad:Attalla. After Hours
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a Far Fidueigurmunuo xfisgimeng0728R000100010001-2
CONFTrlITI
2. Admittance. of Visitors
a. Visitor Pass:
b. Escorts
o. Surrondor of Pass
d. Vieits During Off Duty Hours
o. Visitor Entranoos
" 2.922eatULtata
4. Guards
25X1A 5*AY, VAXL=QAUL......
SECURITY OF CLASSIF/RD DUO 11T&
1. Definitions of Clansifioations
a. Top Boorot
b. Boorot
a. Confidential
d. Rostrioted
" ita4tIltaTlatEtli
a. Definition and Identification
b. Authority
o? Offioo of R000rd
3. Authority to Determine Classifloation
4. Marking of Material
8.....11Saittg.A.U.E.EL"11.Met!
a. Storage of Classified Documents
b. General
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
CIG ItAIIIML 01'' ADITIIINVIATIVE VISTRIICTIOM
G. Safea
7. ElAgosition or Classified Want?
8. Restrictions on Di:lamination of Classified Information
9. Destruction of.Clansifiod Doeumonte
a. Top Seorot, Soorets Confidential And Regietered
Restriotod Documente
b. Restrictod Documents Rot Regiuterod
10. Loss or Conwomise of Classifiod Doouments
11. Doclasuification
12. iofttinCor bAtrwtin of Cinanifiod Documents
13. TOP SECRET Control Pr000dure
a. Control Officers
I,. Assistant Control Offioeru
o.' Responsibility of Control and Assistant Control Officers
d. Security Cheek
14. Pr000ssingoUnEeming TOP SMUT Notarial
a. Sigpaturo Record and Cover Sheet
b. TOP salm Log
d. Deviations
15. Trani:W.214?n or Classified Doouments Outside CIO
a. TOP SECRgT Doouments
b. SECRET and CONFIDENTIAL Documents Not Registered
o. RESTRICTED Documents Not Registered
d. Registered Doeuments
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AP provestFi.ordiNiVitgeOrMaighifitlfrffle8IIAN135(19NP?010001-2
S. Safos
7. agosition of Classified Waster
8. Rostrictions on Dinsomination of Classified Infornation
90 Destruction of Classified PeouPsnts
a. Top Seurat, Sooret, Confidential and Registered
Restriotod Document'
b. Restricted Doouments hot Registered
10. Loss or Comeromise,r Classifiod Domments
11. Doclassifioation
12....1iosi......1..........t........tinozraatiofClaesifiodDoouments
13. TOP SECRET Control Procedure
a. Control Officers
b. Assistant Control ?Moore
0. Responsibility of Control and Assistant Control Offioors
d: Seourity Cheek
14. 12.1rotnootainTa CR ltiatt....al
a. Signature Record and Cover Sheet
b. TOP BEORRT Log
d. Deviations
16. Transr3itsion of Classified Doeuments Outside Cr;
a. TOP SECRET Doounonts
b. SECRET and COVIDEVTIAL Domments Not Registered
o. RESTRICTED Documents Not Registered
4. Registered Documents
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G. Baron
7. aposition of Classified Whsto
S. Restrictions on Dissamination of Classified Information
41140.111.4001000.0,
D. Dostruotion of Classified Doeuments
a. Top Soorot, Soorot, Confidential and Registered
Restriotod Documents
b. Restriotod Documents hat Rogstorod
10. Loss or Com rcaiso of Classifiod Documents
11. Doclassification
12. ,p...liotbstriatinorifiod Dooments
13. TOP SECRET Control Pr000dure
a. Control ?Moors
b. Assistant Control (=own
42.. Responsibility of Control and Assistant Control Oftioors
d. Seourity Cheek
14. Pr000ssins of Inooming TOP SECRET Material
a. Signature Record and Cover Sheet
b. TOP SEC= Log
4. Deviations
16. Transmission of Classified Documents Outside MO
a. TOP SECRET Dominants
b. SECRET and COMWERITAL Documsnts Not Registered
0. RESTRICTED Documents Not Registered
41 Registered Documents
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ctspentatoe9tentehiefaffiit,Fieliffil-(9628R0000NIDPETNTIAL
le. Transmission of Classified Documonts Within CIG
a. TOP smniz Dooumonts
b. SECRET AND conFrunizzAt. Doomonts Not Rogintored
c. RESTRICTED Deouments Not Rogistered
d. Ronistored Doomonts
OWERAL mural'? PRACTICES
1.)
Sc...1.az......V....._fiscoltztinelint
a. Tolophono
b. urea
o. Unoccupied Rooms
d. Visitors
e. Classifiod Want?
f. Defective Storago Equipcont
g. Securing Oefioo at End of Day
2.Socuxit? Outside of Office
a. Discussion of CIGAotivitios
b. Credit Roforonoe
o. Traffic) Aocidonts, Arrests, Court Proceedings
d? Group Social Aativitios
3. Staff Security Chock
4. Uigt Duty Officers Seourt
sEcurerY OF FIELD INSTALLATVMS
1. Porsonnal Security_
24, Physical Seourit7
CONflicNTINt
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Ap p rov Meeks oNaltirtaFatt
manam000looCONFIDENTIAL
10. Trarumission of Classified Documents Within CIO
a TOP alonnT Documonts
b. SECRET AND CONFIDLNTIAL Documonts not Roistered
c. RESTRICTED Documenta Not Re4atered
d. Regiatered Documonts
=ORAL SECURITY PRACTICES
1.
a. To1ephono
b. Sates
0. Unoccupied Roane
d. Visitors
e. Clessifiod Waste
F. Defective Storago Equipment
g. Securing Offioo at End of Day
2. ...._....L..j..sic...t,...SocuritOutoofOffice
a. Discussion of =Activities
b. Credit Reforonee
o. Traffic Accidonts, Arrests, Court Proceedings
do Group Social. Activitios
3. Staff ScouriV Check
4. serMJN.V.Anitat=1TEEIWAX,
sEcultra or FIELD /NSTALLATIONS
1. Persannol-aesurity-
2. ,.P13.1nd941., 8.0t11.1
CONFIDf NT\ Nt
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10. Transmission of Classified Dooumonts Within CIO
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a. TOP SECRET Dooumonts
b. SECRET AND 00111IDNICIAL Dooumonts Not Registered
c? RESTRICTED Doomonts Not negiotored
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=MAL SECURITY PRACTICES
1. Seourity in prfico Routinc
a. Tolophono
b. Sates
o. Un000upied Rooms
dm Visitors
e. Classifiod Wasto
f. Dcfootive Storage Equipmont
Sociiring Office at End of Day
2. Security Outside of Office
Disoussion of CIO Activities
be Credit Reformat
00 Traffio Acoidonts, Arrests, Court Proceedings
d. Group Social Aotivitios
3. na1t.a.9211V.2221:
4.
SECURITY OF FIELD INSTALLATIORS
1._ PermammillkurnPity
2. Physical Security
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CONFIDENTIAL
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1; Cencrft.1
2. Wes of arieiency Ratings
n. etioial Ratings
b. Umorrioial Ratings
3? Rat:bats 444 Reports
41 Rating Oftisialfs Responsibilities
b. Reviewing Ortioial.s Rosponsibilities
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25X1A
Cal ';,1AniU, A'IY,:rTiA7T,ti,: 12;:1717::;:i:TIAS
0, r, '4711i4,, ;JurY in Lia0 01? .:,t1t7Y
11..? 4,...Afo. kk 1,11 ? t.
MON.*
1. 1,,,1,-,W"itall(3?Ci44 4.114 601,1gplkartt'S
Lu eAl Aut11,(4.1ta,
Q.
?r-Ln
? ",r:-or?Ad,,.40t, ?
1:1;14 Liza tatio,,ad
-,,,,j;44.tisa- 4:14 1:no701
i7or
b, ,zuupaltaibility
c. AOtiOny iTAIr4en1
. 1-A1-3311:441,AZI
?
t1.07,1a An. appeal
25X1A
4.. itosolooted :run RI low.; o,ficero snd
reopens:11)10 cUan persomtal of th offi 00 starr.
b. The Staff Duty Officer will begin his security check after
the and of the regular work day whon all or not of the employees have
loft. If an crIployee its viarking late, he will be inrornod by the Staff
Duty Officer that hoe tho orrployoe, will be responsible for the secu-
rity of his on imaodiate roam or ar0?1, and tho staff Duty Officer will
so note on his Staff Duty Officer Chock Shoot, ram 38-8 under "Remarks."
During the course of his socurity check, the Staff Duty officer will
execute a Staff Duty ?Moor Cheek Shoots roma No. 30.11 vihich will in.
elude the liatink; of agy seourity violations. The Chock Sheet will
bo forwarded to the Security Officer imediately the following non:inc.
0. The Staff Duty Officer will chock to insure that:
(1) All nation and sato-typo film; are looked.
(2) ria material &anglified abovo italSTIUCTED hen boon loft
exp000d on denim, on othor office equipnont, or on the vtall.
.
.onto cn_ ri.C.N iAl,?
-
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.1-
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(:+prntypii,E951R5mtexFamftppA: 9,Allim,ploTHR000l000l000l -2
(;) &i1 clasoifiod 'saute) bar: .)cor; propr/,..v soeurod.
(4) Clannifiod natorial ban Isot boon discarded in want?
( 5) All kiI?41 10017.0de
(G) I,igntn aro oxtiNishod in vuloacupied roolml? unlose
otbortzion oieioda.
4. Zlir,ht DIAN Officors Soo_ ?_urit7 On1/
10.??????????????.??????
tt. IL ataff of High t, &it Officors, attuclatti to thr: :arity
Oft. cop will bo 1\noicnod to nogy.ority Ctution botwcon the hours of 3:00
P.r. (1700) and 61'40 t.. (0630) V.olidny'S through :'ridnyn? and twunty-
four (24) hours on Naturdays. r7.travinyn and holiday.
b, Iight jut,/ Officer 3 will conduct n5ht1y n o our ty 01m 0111
of mr; hui1uLjjj, lumany ono buildirq; or sn roa uihth niiIii
each rrht. u not pattorn or rot-A.:tic:1 8:ltml with rospoot ti tho
building; to bo inspootod ti1l bo fol3.oTiod. Tho huiLlirk; to be chool:-
nd in dotortainod daily by the., ,7?1.3.curity offioo.
0. In co niUCtiTiC, tItoi r I30 uri ty chti ohs tho )11 F;lit I-111V
0ffcor iill ohcol: nafoo? tho tops of ducks; 111141 othQr equipment I'm
oxpotted olansifind riatorial, windows, oloonif io Uwr.xsto, elneolopan and
will -note conditional prosonting security hazards. The,so officors will
al no ooaduct spot chooko of dock drawers to determine lthethor they con.
trAin clannified rwItorial abovu lif3TRIOTED. in violation of ant -1--ping
roLlulations.
d. Tho Night Duty orrioorti will mspond to roports fro n tho
FBA Cuardn in connaction with opon sofas and exposod classified natorittl
dotectod by tho !Amhara of tho Guard form itn go course of tbadr night
patrols; handlo all othar routino aftar-dutfp,baleurit:- problunu ni
proparo reports of socurity violationo, which aro oubuoquontly forvaurdad
to tho appropriate CIO officiala by the lliof, fkicurity
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0IGARKilykril For &.,Ife89,911pyt961i.l&I-Ffil1jQ0728R000100010001-2
PEUSOIIIIM
The purpoeo or thin inntruction in to not forth the con-
oral activities of the Personnel Division, acquaint employees with
the baste Civil Service IO6ulations as applicable to CIO, and
provide a guide for oporatinr, offioials with reepoot to their ro-
sponsibilities au related to personnel administration..
4. Termineloq
The definitions Oxen below, while not necessarily com-
plete from a teohnical point or vtow, ?:;onform to the onerally
underetood meanings of the terms.
Civil Service, an tho t..ir lc 0.neral1y used in the redoral
Government, relates .66 that part 2f W% oublio oivilian service
under which appointments to positions ;alat ha made in accordance with
the provisions of the Civil Service Act, epplioable 7::xecutive Orders,
and the rules and reulations of the 3orvieo Comissien.
Rule means cavil Servlee rule.
.0IIIMN.a.?????
Competitive service. shall have the name meaninc, as the words
"Clansified7Serviee", or ITIannified Civ.i.l ervioe an defined in
existing statutes and Nxecutive Orders. The competitive service
shall inc.:Ludo all civilian positions in the Zxseutive nranch of the
Government unless speoifically excepted therefrom under statutes or
Exeoutive Order. Persons occupy-Inc such positions shall be con-
sidered as being in the coLl?otitive service when they have a compet-
itive statue.
Positions exe9ted from the competitive service (Schedule
are filled 'by appointment thereto without e6EPTIlino examinailon
beoageo of their confidential or policy-determining charaater, or
because it is not practicable to make appointments thereto through
competitive examination.
Competitive status means a status which permits a person to
be promoted, transeerred, reassigned and reinstated to positions in
the competitive service without competitive examination, subject to
the conditions prescribed by the Civil Service rules and regulations
for such noncompetitive action. A competitive status is acquired by
probational appointment through competitive examination, or may be
granted by statute, Exooutivo Order, or the Civil Service rules,
Continuous service means an active duty statusibutimay
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CONFIDENI1AL
CIa rigt-415P?-00728R000100010001-2
Include a break in sorvioo of not moro
un 40 calondar days.
Departmental sarvioo moans the headquarters office of an
sr,unoy. 1.3enorany, posilrons in that part of any azency 1 u;Atted in
the District of Columbia aro in tho departmental service.
Fluid sorvioo moans that par or parts of an aconcy tho work
of which InvolvorIrr Iocalizod oxecutiot of contrally determinod
policies, aotivities, or procrams. Althouch Homo agonolos havo
offices outaide the District or Columbia whioh aro in tho depart-
montal servico, ;;:enerolly positions it ?Moon outolde tho District
are in tho fluid sorvico.
losition1.40;Wit; VJA (rj;1.1;b1()X1 of du tiu t,o bo rjfored ixad
rosonalbaTrEin-leLi dischavr,,e(::, -,orson ovol.4 'j no :erson
ia discharrin::, at a 1vi :Suc.
Class of post tions'41,01121,U ?,?roup of positions ;.,hicti aro so
similar in &Ales and rosp6.nsibili ties as to rQqui ro su'ostanti ally
talD 3fit..10 ability, oduaa O. on, ox.porionco, and. Izno1 for their
porfor:lanca and as t.u ju ti.. fy j`,..110 attriC. t6 133 Of a tr:C):13 :Lad 46:1.0
001.110 011 pay.
Sorvico moans a broad divisim of classes of posi tions into
groups btreadly similar in duties and :,osponsibilitios. Thoro aro
four principal serticos In the class' fiod civil sorvi co. These are:
a, ilrofossional and scientific dosinated as "Ps"
b. Clerical, adadni strativo, and Ii coal d,:,:sii:natod ac%.'1..F."
c.:3ub-profcssional , duciL:natod as
d. Crafts, protectivo, and custodial , destrmated as
Grade moans a subdivision of a sorvica, which includes any
number orames of positions, the incumbents of which may be equi-
tably compensated at rates within the same scale of pay.
nasal...yin it position .:aoans al 1 ocatinc it to I to class*
service and zrado.
Official station genorally moans the place at which or about
'which an emg-oyee perforlis tho major part of his dutlos.
Promotion moons a change from ono-L:osition to another position
of hicher Crate 'hiL;hor minimum salary durIng oontinuous sorvioe
rithin the same ar,ency.
ChwaGe .to a lower rado means a demotion from one position
to another position ofrSwer Grade or lower minimum salary during
continuous service within the same agency.
com nrWri
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25X1A
CONIIDENTIAL
,AppsigyeAT eAriRCeapelge,9tipilApg :1I.fkrylppiel1igg728R000100010001-2
Removal MOO= soparation frota the sorvice on ohnrces of
delinquoni776raisoonduct, or bocause the omployoets capacity is not
sufficiont to justiCy his retention in the sorvice.
!.Zoassirnment ncans u.oharr:,s,, without p r omoti on or demotion,
from ono TUarlion to anothor position in a different line of work
(such an from. clerk to atonoLya7hor, 1:1(auTour to Guard, rite.) or in
the same lino of worL (ooch ao fro:i oiork-sourchor to olork-rocordor)
or In aorvioo (sudh us subprofoosional to olerioal, achinistrutivo
and fiscal) durilv continuous aorvioe within the SAM? agency.
Witldn Grads.) aJ.ary incruaso moans Lill 1.11/J I'VC.S Cro one rate
of pny toano.00.-----41-711-176-7-7,13M-7"---..,raciu told ii tnout oh,r421,,u II p.dcition
of dutios or rosponsibilitiou.
Efficiency ratimi:; moans a written ovaluation, tuUnt, an
adjective form, of tile poiformanco over a poriod of an employee in his
poaition in the olaasificd civil aorvico. Thia ratinG la one of the
factors conaidered ih dotormining within zrade salory inoroasos,
promotions, tormination, and other personnel actions.
Sonic of ,pay moans the ratos of eay established for a ,rado,
oonsistinz of minimum and maximum rate and one or More intormediato
rates. The intorvala botwcen the minimum and maximum rates are known
an "stepa."
moan porsons certified by the Civil Service Com-
mission au beinj, 'Lualificd 'or a :;ivon job and olizib11 for appoint-
mont to that job under the ruloo anti ro;ultions of tho Coolmission.
Puy ieriod moans the period for oMoh com-nnaatior is ror;-
ularly paid. eor per annum eployees a pay period consists of
fourteen calondur days boinnin,s overy socona 0,.day.
:low position Is vhioh ha:; not provioualy boon
allocated and' oarriud on the records as a currently oxistini, position.
Identical Additional Position ia an additional position
which has duties and rosponsihilitfes identical in all respects with
thous of an existinL; 2osition previously finally allooato:. by tho
Cosesiosion, io in the smao service srado and class, and is under the
aamo ismediate supervisory position in the ortylnization concerned.
Reclassification means the eatablishment of a different
classification for an existing position resulting from reconsideration
and reinterpretation of the original classification.
Vico Change means an appointment to a position previously
allocated which fias been vacated and in which no change in duties or
rosponsibilities are contemplated.
rt! r""?lif
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APPb441tNPISE. reattIMMIngina:V121/14RWARIWW000100010001-2
3. INnnotions Orr:aniza.tion
?unctions
Thu Porsonnol Division, PA !ranch, Is responcible fors
(1.) tstabliahinc, wati positions in aocordonce
with C171.1 Cervico Pallor; Lola :),,eculations.
(2) interviewirlz, oval tut ti nil: and us i iLning applicants to
to established positions.
(3) I'lanninu,, rniziZdrt, and conductirv; traintn;:. and
orientation provartri.
(4) naintainin oord 0.114i lirocossinL all 1)c.irsorwo1
notions trO011 ilo 11,ppointrtent, trz.oisfor, oromotion, tomainat?.(-1, etc.
(5) Oporating and otrierency rocmc to provide
medion1 flOrd00:43 to employees; and, devoloping, an omploy-cols health
program.
(0) Administorinc, a Personnel nolations Plogram includinc
efficienoy ratings, welfe.ro aetivitios, liaison activities betwoon
employees and oporating officials in sonnoution with employee
adjust:tents.
(7) Adainistorinf; military and naval personnel in z4o-
cordanco with regulations of the respective services.
b. Organisation
To acoomplish tho functions sot forth abovo, and any
related dutios, tho foil ?wink; Sections have been established within
the ro r oonnol Division;
r FN,
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CLASSUICATIOU
1, amoral
a. Authority
(1) In a000rdanoo with the provisions or the
Classification Act of 1923, as =ondod7the authority to entabaish and
classify positions in the CIC is vostod in tho Director of Central
Intolligonoo subject to review by tho Civil Sorvice Conlicsion.
(2) The Chief, Pcsonnol Division ha6 ?Alen do1oL..1
tho rosponsibilitio oonnoeted with the above authority.
b. Purpose ef Classification
The purposes of olussification are:
(1) To establish spooific positions within tho orGan-
ization framowork, and thus provide claw for ono in buric;et planninz
and makin6 analyses of tho cost of administrative functions.
(2) To show the relationships of the vaious positidns
to prevent overlapping of duties, and to provido a basis for planning
the flow of work throuch the organization and for detemining reduc-
tions in force und furloughs by disolosine, any duplication of functions.
(:.) To provide employeos with a oonoiso statement
or their duties and responsibilities and thoir relation to tho orrw,-
isation by describing the dutios roquirod In each position.
(4) To provide a basis for such aotions as appoint-
mont, transfer or praaotion. A porson can be hirud by an agency only
after a position has boon established. Li;oswise, a person even thouz:h
qualified for promotion can bo proo io a hii.?hor Gracie only if a
vacant position oxiots at the hi,:!lor c,raj,o.
o. Prinoiolos of Classifioation
The basic principles governing the classifying of
positions aro:
(1) The correlation of salaries with work performed
in such manner as to provide equal pay for equal work.
(2) The standardization of allocations based on
occupational field, degree of difficulty of duties, level of responsi-
bility and qualification requirements of the work.
2. Classification gethods
a. Job Audits and Surveys
Upon determination by the Advisor for Uanagement as to
organizational structure and total number of positions required to
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Cl(lAIRAAd4FtiriiSIJagthliiAiod-!'Fai4iART-;0728R000100010001-2
adtainis to fano U. oral r1om1i bill Li !la within an orGani ati anal
unit, the Classification and Salary Administration Sootion will
uonduot; classification surveys. Those surveys are condeoted in the
eoliowinc, mannor8
(1) rhe chioe of tho Office cw Staff Section iu noti-
fied of the 1;Apending survoy and reluez ted to furnish functional
statements for caoh secnkent tho orrilo.
(2) Tho ,.;igl,Issificatiou Analysts roviow ouch statements
411a arranze personal interviews with. the chief of the soment of the
Orfioo which is to bo urvey.21iroK intorviaws, tho detio and
ot' individual 'k)041t1 ono r&dotormined.
(4) iosition deseciptions aro yroF:Are::, allooations =do,
and referred to Lho i.of of the ofil e& undor survoy for his final
review.
(4)1, dencription all positions .di thin the (,).r.'I'leo is
th.on presented to the civil Sorvioo chx.:4aission with fia :i.r.;oncy
recomonde.ticzu. Thev.ii'Survico coL2Ausi.077. reirosentative, .
th.rouch c.onfe rant: e ith WI? ,:.11 tioi nnal:rot und officiuls
of the ori;anization, dotorminou the ,,.iroprioty of the Le.:088e.y recow.-
mendations and indicated final Civil Sorvice commission action.
(5) Upon rceeipt final approval by the Civil Sorvice
Comiaisuiou? a table o orcAnization is propared., on whioh is
indicated t;he titles and L;rados as alyroved by the Civil Service
Goralission, and forwarded to the Advisor for riana6onont.
(6) Upon approval by the advisor for Vs/lac...cram-It copies of
the table of ori;unization are forwarded the, Offico or Staff
Suction concerned, the I'ersonnel Division, -e.):1 the ?inane? Division.
(7) Position control rocords aro establishod and luain-
tained by the Personnel and einanoe Divisions to insure that i;rades
established in tables of orIanization ci.nd total positions author-
ized by i)orSonr.lol collins aro not exceeds:A.
b. Individual Fosi Lion Classification
(1) Wh.onever a ohanc;o of duties, initiation or expiration
of a job or an increase or decrease in worz load occurs, an official
ostablishzent, re-olassification, or oancell.ation of an individual
position will be in order. Reauests !.'or such action should be pre-
pared by the Offioe or S.!:aff :lection oancorned or. i?orza No. SI-3 ?in
triplicato and routed to the Classification and Salary AciAnistration
Section.
(2) A Classification Analyst will analyze the duties and
responsibilities of the positions concerned by dd.0 t desk audit
of the duties involved extd by interviow with the Offloo or Sts.if
Section chief, the incumbent of the position if the position is
filled, and the ixsziediate suporvisor.
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A voritton description of the position will then be prepared by the
Classification Analyst and reviewed by the ?Moo or Starr Sootion
chit as to ruLuracy or dotailA,
(3) After ausomont as to acouraey or the statement of
duties, the classification analyst will assicn the position to tho
appropriate service and crude in accorianec with the standards and
specifications established by the Civil Service Comadssion, and will
submit the position desoription to the Civil Sorvioo Commission for
review and approval.
(4) After approval by the Civil Service Commissions the
position may then be filled by a. qualified ii bort or now 4,01.11t004,
CONFIDENTIAL
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Gotlers3.2
m. Civilian
LC i;: 0:: i.W77,7a
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It 14 the rosponsnility of tna
to operat4 proz;ran of reoruitment and soloction in
comp auco t t lib14 vi.15ervica aulee and n.,-7 ptaiolos
uhich till eatisfactorily moott oporatik; roquir=unto o: the T17
?Moostff 3ootions?
Tho uill mantel:1 close
liaison vit4 ofTtin ant, tu.T:;oo r rdix tho priority or
leretInnol rirononte; equ 4th tho .-'inanoo Division roardlnc pbruonalel
P
0,011,3AVJ 114d 41,1,,A,'11.0.r:,,Z0f1 V4=10.04; to:A:4th trti.1ori of
Lrtirit.';:171.41u-;41e to iwuro avalle?bility of :r,rsonnol to fill
7401.1=AOSk3VAcri poov.x.,
hq.
311.'11.1
VIli%ary i)aravonnol ;.zoouro,',
1$. 3n,c1;ln
,?????????~0.1.01.~
a. '24 t rt...ao for
z-e:4:4.1.2q; L.-4. 1221?. :1=4 4cLati, tt th oottor tth
tmarrt vitt.= an 'ail: C.n re.t,,jo;7? n-ott vat.* to
:4,12,11ocalt4.4
kl) .411
tunitiy Int;Jrvica an4 to Aocollt or rvjoct oi:Q1o,-oes to
fill vaco=los uuor judo?.:lot.Lon; holouv4r, C=A:..1ozLall
natio no co=ituonLa rozardiK mai,loimont. or salary in411-144als
mho mmy be oontaatrvl directly prior t3 roforonoe to Personnel 71vi.
sion,
b4 The Vcorsonnel Division is eaztborirod to procure fInd
hire aorloal and advdnistrative :?ersonnel in the cradas
throuioh CAZN.3,
Tho C:111134 Itorsonnel Division, may take final action
for the Direotor o. Central Intellicence in oases involvinz credos
IA174 to OVIA*12 Inclusive, and 4 to 115 inclusive, provided the
hood of the usinz orrtoo or start Sootion concurs.
Tho Dorutiy Director must approve for the 71treotor
finul hirire in all oases involvinz vados from C7..13 to CAF615
inolusive, and NG to P..3 inclusive. ":onsturrenos of the head of
tho usinz =Ice or Stet 3ection.vill ha odatainody theNtrsonnel
Division prio; to presentation to the Deputy Birootar :or Jeeision.
Cassn involving lleatre,==t betueen the 'want- Office and
the Porsonnal Division UtUbe referred to the Enscutive for 7,,ersonm.
nel and Adninistration, or to tbe Dc7aty Dirootor IC the 72:zocutive
for 74?timonna and A4mIntstration =not are.vo at cat acreemontleith
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apprmutfooftelenitn:(0110910,11:;: 1ffatenak728R000100010001-2
tho requesting ?filo?.
3. fr000dure
a. Oracle or Staff Sections will submit Fern No. 57-8,
AceruitOont Request tA triplicate, outlining personnel requirements.
b. Applioations or qualifyin6 individuals will be referred
by the Procurement& Plaoemant Section to the Office or Staff Section
heads acoompanied by Form 57-9, Referral Shoot, mid will be returned
to the Procurement and Placement Section by the dead-lino date
indicated thereon. If a qualified applicant is at hand, he may be
referred in person to the Office or start Section concerned.
c. Upon acoeptanoe of an applicant by the operatInc Offioo
or Staff Section, Form 37-3, Personnel Action. 'Request, will be nut-
mttted in triplicate to the rorsonnol Division.
U. Upon receipt of Form 37-3 and other allied papers in the
Personnel Division, final determination of qualifications to fill
the position recommended will be made by the Personnel Division and
Form 3S-1, Personal History statement, will be sent in duplioate to
the Security Division for security clearance.
o. Applicant record files Will be maintained by the Pro-
25X1A s.nd will remain pendinz until the
prospective employee is either accepted or rejected.
r'*
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OTC 11AVb AL OF A IYINtS.'reArt VI C Mr; ft ONS
AITOINTI,?;012,1TO
??????????????????????????10,00.001110o10.0
1. General
?????????????????????????
Under the previaions of Exeoutive Order 9U30, all pocitions
in the Central Intollik:ence Group aro excepted from oompetitive
eurvice. Appointment will bo made under Sohodulo A of the Civil
Service Rule without exaesinution by the Civil .Servico Commission.
An excepted appointment under Schedule A ahall not confer a compete
itive status to the appointment but )ney be converted to probational
;statue in the event the employee passes a Civil Service examination
and is certified to tads ar:ency for probational ap;mintment. Any
person havth a. oompetitive etatus who oocupios tiL Schedule A
pocition shall be entitled to the protection aGainst removal (Afforded
by Services ruler and re&ulation.
2. Authority
It is the responeibility of the Chief, Personnel Division t.)
aucertain that GIG polioies and tho al:andards otablihod by the
Civil Servioe Coredoision are observeLL cannee 140.11 with the on:01 oy-
lent of all eiviliau emeloyeoe. The ehief, i'oreounel Division has
been deleatod the authority for the appointment or eeparation of
civilian employee and eonoul tent.; foi the do par tawntal and field
$orviC0S.
3. Proroquisitee to Appointment and 1.;ntrwriee on Duty
a. Civil Z;ervico Keult%.tionLi
Civil Serviee :loculetions Part 21 (See Chapter !,-1)
define and proueribe re:41;0.10;1.one rearding appoinLennt to positions
excepted from the coayetiti v-z4 Qnrioo. The Personnel Division is
responsible for carrying out the provisions of thoec relations aa
they 2ortain to theitems:
(1) Military preference
(2) Other preference
(3) Uniform treatment of applications
(4) Standards of qualifications
(5) Examination of applicants
(6) Maintenance of employment lists
(7) Selection
b. Security Clearance
All appointzente to positions or assignment to duty of
personnel in CIG are made subsequent to approval 'granted by the
25X1A Security Division in accordance with the provisions of GIG Adertne
istrative Instructions
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25X1A
Dv
Approved For Release 200q1/09 06i :m -1RDP81-00728R000100010001-2
Oia WM= oe AMVIIWMT17 MITRV:';TIO/10
Evaluation and A?)titudo Tt tinc,
The
411 and apti ut..e ot 11 ci.1i&t,
VO.r.1.01.12 oporai.4.;:;; tgTioi41s '4111
linzp-i.ntz and othur teeks
1.Ve
ti nj `.,1)11 t so that the
corta.t;i if U t.1.L.
ipootn1valifloation.
25X1A
11111 tosi; thy
nta ta.cpi:pte,tilo L'or or.T1ay7,,ont. Tho
fu1.sha:.;siotarief inf..; 1 t1 C:5-134;
? d by uto 25X1A
My; ex-
ro(p.:1 ri) zt;
Vs) a 1
pouttion
?.01Quao P2us43nt
Tho i'orsonnel olvlsion IIll noL:otlu:U1 4a10 rolo.
orospectiv cf:c loyoo In tho avont tho ,drootiv.,.; ili.,1oyoe La oloyed
by 4nothor ?odert1.1 4,onoy. Thla neotiation ro,luira.1 0-1"0 the
prmipeativo e::1oyect haz nut 1:irovlo%kely. bun providod %41..ti-i, lottor
of ratkaso tram hi o caaployin;,',
4. Apl.:ant:aunt and 2.4trence i't.Zty
a ? After tho havo buttn.
25X1A oarried out tntif.1 o r ;Ina 4,4 kt"41 the roo( a,itltnod under IC
A diaird a trail!. vo Ins.t rt,to t ions und the applicant has qualtrie..1 the
applicant will t)leu bp oahricoa 1,4) ?wort l'or duty to the Trn.rt ; UMW
and :'2,ocord.41 3intion ot tho Poraonnol
b. 'It -Wad tix the) otAi .1 oyoo ri 1 e. 11111 bo 01) txtiried rs.nd
cheol:ed that ; t1:8 orra,1 therans
(1) Standard Loom 37, Applioution for
(2) Form ',36.1, i?orsossa. 1t tory "i.; t;:Atrolortt
($) Letthr 01 ;Zolooxe(I.e' raLto:arrod, from couvt.her 1 ? 5.
Azonoy)
? TIV.1 CV.1:11.0y*Wd IV 1 1i 1,,iLt rod tic' 011.6214.1 I:A, the C'01 1 cat a!:
E4dltion.41 Zor?As report:int; 4:or
(4) ?aria 611..., Oath of Offioosf,..eilds.vit and ueclaration
of Appoin tee.
(2) 414v it,
( 3) vs= traplOyeos '!;;:romptiozCfit,
d. The employee will then bo civen, a ?r 4,Roc,at for
and Gent to the Soourit,y Division for s-ny neessaa.ri indoo.
trination.
e. Upon completion of tho iibove items? the amployee will bo
sent by the Personnel Division to the Administrative Officor of the
Offico or Staff Sootion where he is to be employed.
5. ..ip..21!1.1!!!!!It Aotim2s
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25X1A
25X1A
ApprovCirN k41.6h6120bil 9/06: CIA-RDP81-00728R000100010001-2
lot
ammo.. OP AWInT3T5rIn. VtITIO/CTIMU
Ilwo following documents 'All hot prokared ou ono nen awpointec
by the i'orsonnol Divsion and (astributed ae indiont*th
a. Staadard Aomo 00. Votaation of Personnel Lotions, in
prepared in an original and 7 catios and distributed oa rollown:
2 copios to rndKot Voation (After proper renordim
on position control nards, theso ooplos aro routed
to the Noy qoIl l'oit tor Pay Roll /MIMI.)
I copy to Clonsiilnation sontion
1 copy to cvril lorvine 0ouninsion
1 non for "orsonnel Journal (maintained iu Trun?-
nations And 'Innards 8notion and Auld in monthly
bindors to Corm conplote rocord of each action
vroparod)
I oop y to 7ravious organisation (Wen employee hen
had provioun Govorrxont service and cones to central
Tntelligenco nithout ft break in service)
1 copy for Ivrnernnel Polder
1 aopy for Ilnployee ('7is copy is transmitted to
the Administrative 0i,:ice of the employing Offioe
or sum $noottca for recording and then to the
employee. This serves es the notification to the
originattng office o: the approval and 000lpletion
or the request for personnel Wiese)
b. clic Form 2/135, retirement record Ced, is prepared end is
forwarded to the 741 roll -Isoal Section, attached to the Poky
Poll copy ofTwes 80.
a, Fora 116.4. Bmployees Withholding Exemption Certificate,
Is prepareed by tke esiploye0end attsdhed to the cm Roll eopy of Pore 50
for trassaissioa to the ray Ro21 Tait.
46 WD Vera M. ureic* liseerd Cards is Prisitered for ever"'
use appointee aid filed alphabetically la a visiblo eard filo. All
later motions on the eaplayee are posted to that eard from Fora 80.
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25X1A
25X1A
t PI /DirtrIt r4 1 1
ApprO.Valer0O4JaVe 960ii6A3R 0001-2
fqTX(11 AI11) CIV.I:flr.3 To rn,ADr,
INKS mama ...ropo....xpeowearseroOrMakeass?
7titliin-Gracto Solary Advonoomontu
-------
1:;alart advanoonontn within rado aro of two typons
Puriodio pay inoronuon node J.n nocordnnoo with tho
Podoral Mployoon Pay Act or 11)45 Which providou inoroonon for
orapioy000 having 1E4 riontlin oonttnuoup norrion in Gradon in which
thu canponnotion inoromonts aro lona than f:200 por annum or 18
months oontinuoun aurvioo in L:radon in whinh tho nooponnntion
inorolonto aro t200 or ;:toro por annum, providing%
(i) That no equivalent incronno in comport/int:ion for
any amine vitui rocoiVvd during ottoh puriods
(2) That an offioor or unplo,yoe &toil net be
vonood =lona hin ourront officiondy ratini; "Cood" or bettor
thou "Good"'
(S) That t}10 norvico and conduct or nuoh ()Moor or
omployeo aro cortifiod by tho hood of the ("apart...aunt or ai:orury, or
ouch official as ho nay dosic,nato. an boinG ntivlrwino oatinfaotory.
b. Acrainiatrativo inoroanou givon in rare canon for
auporior n000mplinhnont or when justifiod by npocific oiretzrztanoone
Thu Podoral iimployoun Pay Act of 11)45 providon that, within the
limita of availoblo appropriationa and on roward for nuporior acoom-
plishrumta, additional within-Grado compolination v.dvancertontn may be
made but any such 4104V:ion:a advancolonts shall not exceed one stop
and no onployoo Waal be olif;iblo for .riorn than ono additional ad-
\rancor:out huroundor within cinch of tho tino purioda connidorud for
periodic pay inoronsou.
2. Promotion to 114.,hor Clrado
_
a. CIO orapioyoua will bo promotod within tho A;:onoy to hiGhor
Grades Talon :molt vaaanaion *occur, subjoot to tho followinG conditional
(1) It vacant ponition of hit:,bor oimoiricAtion nwt0Ants
(2) Thu individual mot moot qualifioationa roquiremonts
of the position for which ho in boing r000nnondod in
accordance with the atialdarda entablinhod by the Civil
Sorvizo Comminnion or by an.
(3) Pramotionn of more than one Grade highor than the rado
hold by the omployee at the tine of the roquont will
not be recummondod.
(4) Thu following tablo apecifion tha tine in craft ro-
quiromontn which must bo net prior to the initiation
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Approved Fdriffell IsItA0AIPWXY6 AM4NIDPHAVD7128ROOD119007101)131 -2
25X1A
Ai,
of notion moon:lomat% n pramotiont
ar
oAr
ccnit:
IN' 011A1)11
3
4
3
3
4
3 i!ontlw
1
6
5
0 Uonthn
?????+??????????????????????????111???
2
0
7
0
9 ?fontho
0
9
10
10
*.m.wilmmow
4
11
12
12 nonths
13
7
14
?????????????????.????????????
b. Rocommondationo for pronotiona will bo nndo on ram No. 37-3,
which will inoludo u otntonont thut tho roquirortonta not forth abovu
have boon mut.
o. No excuptions to tho provittionn of paragraph a. abovo
bo grantod without the apocifio writton approval of tho Oiroctor of
Control Intollicence.
3. Ch. Lowor Irado
no A ()hung() to lawor 6rn10 tuv. bo rAdo lloonutto or roolauniri.
cation of potation or buonuno of failuro of any employe? to adequato.
ly cruTy out tho dutiful and ronponnibilition of his asnignod position.
If an enployco in annignod to n lamor rado bocauso of an"Uhnotisfao-
tory" offiolunc4 ratinG ho runt bo paid at a rato not in oxooris of tho
middlo rate of the lawor Grade.
4. Routines and Records
a. No action is required on tho part of Officio or Staff
Suctions in efi'octinG automatic within...Grad? salary inoroases of
ortployoon. Thu Personnol Division will maintain adequato rocords with
rospoot to oligibility for within..Grado increanos and will effect
nuaennary actions without any rqquont from thu Office or Staff Section.
itowover, the currant officionoy rating and conduot report must be di
hand before any action in taken.
b. Requests for rromotions or Chanco to Lowor Credo will be
initiated by the Offico or Staff Section oonoornod on Form No. 37-3,
Porsonnol Action Request, procossod by the Personnel Division, and
after approval of tho Chiof, Porsonnol Divinion, the noconnery action
will be taken.
CONFIDENTIAL
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25X1A 0./.0. MNUAL or ADMINTSTRATNE insmanons
? Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
C ViDrNTIAL
vuoivi.:n.,
4.111.?????? 11.40.1.
Transforn from othor ;;, A r,onoloa
In offootin6; transforu of unployous fron ?thus* US r) ? ar,onoioss,
appropriato notion will bo mado by tho Iernonnol Division in a000rd..
tinou trith tho pr000duron outlinod undor "RocruitTlont" osul'Appoint..
mont" (CIO Adminintrativo Inutroctiono
*Mar
2. Transfora to othor U. A ?oncios
.011.10011.11???????????????ONNA
Ilhonovor an oriployoo douiren to trttnufor from GIG to anothor
tai;onoy, ho will notify his iz?Inodiato nuporior far onoudi in advanoo
(at lonst lti dayn) to anew oufficiont tino to nomiru a roplaomonto
Tho Officio or Staff 40otion will rofor tho otiployoo to tho Porsonnol
Division for arramosionta rogardinr; propor clooranoon? oxit intorviows?
oto
Upon oonplotion of tho transfor notiOn, tho Porsonnol
"oldorountaining all doctrionts of porrianont rocord? oxcopt thous con..
ficiontitil to CIG, will be forwardod to tho now arvolo;%6N: agency. The
Poroonnol Division prior to transforrinc tho Oficinl orsonnol raider
will oxtraot all tomporary rocords and all rocordn whiih oz-o confidon.-
tial to CIO and will tiara a record on the onployooss norvioo (lord of
tho date of the transfer of tho oriployoo, no date of tho transmittal
of the ;cornonnol ?oldor and tho nano and location of tho ar,onoy to
whioh transforrod. Subnequont nurtzosto to GIG for infornaatiOn roord..
int; an onployoo who hall tronsforrod to another ai-,oncy will he forwardod
for reply to the k-enoy to which the omployoo has transforrod.
3. Transforn botwoon ()Moo or !;taff footionn Within CI G
a. Porsonnel omployod by or onoicnod to GIG will not be pori.
mittod to soak a pooition or asoianont in anothor office of CIG
out the prior rritton approval of tho Assistant Director, his Doputy,
or his lbcooutivo Officer. An employoe nookinc rottosiorient will prom
pare a memorandum to tho Chia, I'orsonnel Division roquoistin: that ho
be conuiderod for ronsuico-ment to a ponition for which ho is qualified.
Thu roquout must be approved in the nannor outlined above prior to
submiOsion to the Poroonnol Divicion.
b. Similarly, offices will not intorviow or nook the transfor
of porsonnol assiGtiod to other officou within GIG unions the individ-
ual presents such written pormission to nook a now position or (imago.
monte
o. In all cases n form 37..3 will bo initiated and forwarded to
tho Porsonnol Divinion by the Office or Staff Soction to which tho
oraploveo is boiri, tranatorrod.
? ? rig ?
CONFIDENTIAL
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25X1A Approve(41.0roeiRetefitiVidooilio0:11AUXAM3UOMMiligittiNi 0001 -2
CUNHDLNhL
4. Trnnsforn involving Chan-0 of e)ffioita titittion
'rho authority to trannfor civilion 4zaployoon from ono offloita
station to anothor and tho paymont and roinhurnoment of 1;11 oxponsca
incident thoroto including trnvol and the tranesportation of all luaus?.
hold goocla and offootn sold clopondonta Of cool; (=plenty? Ilan boon &awe
CtItt)d to tho Chiof? Pornonnol
Dhonovor a ohanco of ?Mani ntation or ot omployoo 1,n donired,
the; ()Via? or Staff Sootion will mato a roquent to tho Poroonnol
Division on Form 37-3 at tho scum tin? that a rocplont for triool author-
/cotton in nod? on rorm 34-r) or 36-25.
Tho Poraoltool Divinion, upon rocoipt f Porn 57-S will, aftor
chookini; to anoortain that tho tranaportnUon for the niployoo luta boon
olottrod, proparo a Trans for 1ettor Authorisin,; :'ormanont cht;NIo of
Of fiuinl tation. Thu lottor will contain;
a. Authority for tIlo omployoo to ahancio Ids official :station
and for tho paymont of tho oxponson inoidont thoroto.
b. 7Ihoru applicable, authority for tho mployuo to transfor
his household cooda and offoots and to obtain rol.r.':bursomont thoreeore
o. Whoro applioahlo, authority for tho transportation of VII,
(=playact's dopondonts and rainhuraortont tharofore
(1. In tho ono? of pornanont transfers to ovorsoan citations,
authority for tho poymont to tho (=playa? of quarters and cost of
living allowanoo or spacial ollowancos or calory (Lifforontial whoro
applicable.
Tho Transfor Lottor Por mnont cilenge of Official
Station will bo proparod in an oricinal and 6 oopion and dintributod
nu follow!:
oricinol to oraployo?
2 copien to Flooal (1 for rayroll and 1 for Trawl)
2 eopios to Transportation (1 for Transportation and 1 for
Caro)
1 copy to l'ornonnol Mos.
Purthor information reGarding transfer of amTaoyoos botneon
25X1A official stations in oontainod in GIG Administrativo Instruotion
6. Dotails within CIG
a. Employcos within CIO may bo temporarily detailed to positions
in the nano line of work for limited periods to neat onergency work
situations (for example, the detail of stenographers and typists from
the stonograPhio pool will bo mado by the Procurement and Plaoement
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25X1A
IgNirl
C Irt Olateg "kaidal WCiaW1) Filaq'N13 -00728R000100010001-2
Sootion). Suoh temporary dotoila tatty bo node) by rouponniblo dElin.6
Costrativo officials and will not roquiro the) oubmianion of Vorts 37.3,
Pornonnol Action Itocpanets
b. Tho dotail of omploy000 within (110 to highor grade pouitions
or to positiona in difforont linos of work aro authorigod by law with.
out chango of. civil serviou or pay utatun up to a period of six months.
On such (totals the) using offioo iill :submit /Pons 37-3. lersonnol
!Lotion Itoquent to tho :'orsonnol utettinr, thoroon the) antioi.-
patod duration of such dotal.
C. Dotaila to GIG
Civilian employoos from ethor 4,,,ovoronont agonoioa nay bo
ad to CIG on a roinbursablo or non-roirantrunblo boalo. Upon aolootioo
of thoao individuala by n CIG Offico, Porn, 37-3? Pornennol Action Ito.
quost? atatinc tho duration of nuoh dotteilut will bo submittod to the
Poraonnol Divioiort in tho usual ruennor. 3uch dotailod poraoruiol will
bo aubjoot to 'UN) Ll WV) aocurity roquiramosta au pormanont CIG pornonnel.
In tho ?us? of roinburao.blo dotnilti tho Porsonnol Division will provido
tho Pinola Section, r Llano? Divinion with a copy of the basic ar,roomotzt
to enables tho oatablishmont of oblication.
7. Dotails out of GIG
Dotails of omployoun from GIG to othor ,:ovorzolont a:o)ncioa rill
not h nud,o oxoopt in aocordanoo with opooially approvod projooto or
upon opocifio approval of tho ;>irootor tho Doputy Diroctor in indi -
victual (moos. Offico or stitris ;:hlotiono dentiri N; to rueko ouch dotaila
will propuro u dotailod oxplanation and justification which will bo
subraittod to tho Office) of tho Director for approval prior to making
any actual ocumitmonts with roapoot to such dotails.
Tho l'oroonnol Diviaion will he rospemsiblo for offooting the
details in accordanco with applicable rogulations.
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25X1A
25X1A
"i"PaMiti
*
1
TrihiinitYralki31411160728R000100010001-2
: 4; PA RA"..' )118
1.
Upon an omployoogn dooision to ronin from tho Ronan, tho
Of Moo or L;taff Suction will submit to tho Trananotionn and Itocords
Soution Poi= o. 37.3, Rognost for Pornonnol Action, in triplicato?
All copios of this form will boar tho Sioutturo of tho omployou and
will what() tho mason for rosignation, and the roaction of Val ini-
tiating and approving officor to the rosignation. Thu Pornonnoi
Divinion then will maim arrangmontn for pro-exit intorviown and
?Um-anew and will promos; tho soparation action.
2. Transfor
??????????????IIMBNINIONI/10
Lmploy000 who kayo oonpotitivo ntutun and who trannfor to
anothor covornnont doparttiont or aconoy vd.thotzt a brad: in norvioo
will not be) noparatod from cio by malt:notion but by "3oparation for
Tranafor." Howovor, omployoes who aro on an oxcoptod, appointment and
who do not havo compotitivo status will rosign from CIO ovon though
thoy aro to be plaood on tho activo rano of anothor departmont or
agonoy without u break in survioo. All aocuaulatod loavt) will bo
transforrud to that dopartnont or agonoy if tho position is within tho
purviow of tho loon? acts of Farah 14, 1036 as provided in tho Podoral
Personnol Manual,
3. Rotiroment
Tho .aoparation of all omployees eligiblo for rotiromont under
tho terms of tho Civil Sorvioo RetittAnont Act will bo handled in
acoordanco with instructions oontainod in Chaptor ;7`odoral
Porsonnol
4.
An omployoo nay bo soporatod for failure to oonplote tho probt-4-
tionary or trial poriod satisfactorily or booause of information which,
if known, would have disqualified tho tstployoo for the appointment.
Thu l'oroonnol Division will bo notifiod of such donditionn in writing
and will proceed to soparate the ortplozIce in aocordance with applicable
rogulationa ?
ti ? eIneffieder_22z
An employee may be separated for unsatisfuotory porformanoo of
duties. In such calms the Office or Staff suction oonoorned will
25X1A submit a memorandum to tho Personnel Division giving full explanations
and dotails. Tho Personnel Division will pr0000d in acoordanoo with
instructions outlinod in Administrativo InntruotioM
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25X1A
CIO MANUAL or AVIIIIUTRATXVII /NSTRUCTIO11:1
(AnorrajoirltrAt2001/09/06 :CIA-RDP81-00728R000100010001-2
G. Com Aotic..._
Upon oomplotion of tx work anoignmont on ?rrhiolt an omployoo
to ongnged, thy omploying Offioo or Itnff nootion will inform the
Pornonnel Divioion on Porn 37-3 no for in advturoo no ponoiblo, and
requont thArt the ooployoo ha troparnted or asnignod to anotlior position
in tho orcanization?
Tho Poroormol Divinion will prowod eithor to offoot a
trannfor of tho omployoo to anothor partition within tho konoy or to
prom:Jon tho noparation action.
7. j:bcpiration
An oraployoo who is appointed for a npooifiod or limited
period will bo torminatod automatically nt tho end of tho poriod
spooifiod in hio appointhont union? the Office or fltaff ;lotion
aten a roquoot on Form 37-3 for a renewal or extonnion of the appoint.'
mont.
13.
Any Civil Sorvioe T.Irployoo of the CI(, excopt th000 coming
in a temporary pooition within the moaning of the Oeloctivo Servico
Training and Oorvico Act, who entorn tho armed forces in ontitlod to
statutory rootoration to his fornor position and can bo pinood on
military furlough for the duration of Ills servicos with the firmed
forces.
An omployoo ontoring nilitnry aorvioo who dosiron to be
placed on Military rurlough will bo roquirod to oubnit copies of
tory orders or any other nubotnntinting paporn to the Poroonnol Divi-
pion. Tho Poroonnol Divinion will t4lon J013110 the nopnration action in
the us un 1 monnor ?
9. Reduction in Force
ilwarammile..?????????????????????????????????????*/?????
An omployoo tray ho 69paratod from the ligoncy boom= of look
of work or funds, abolition of position or ogoncy, or reduced Iludgot
Bureau personnel ooilings. 1Vhonovor it in neoensary to suparato an
employee for any of thoso reasons, the t:Toroontiol Division in 000pora?.
tion with tho office or Staff rection concerned will detormine the
employees to be torminated or retained in accordance rrith tho preforonoo
regula tions for Reduction in Force contained in Fodoral Pernonnol
Manual - R.3.
10. Disability
An employee wirose physical or mental condition renders him
incapable of porforming the duties of hio position nay be terminated
by ftdminifftrativo action. Tho Agoncy will decide whether tho
employee's condition is of this nature, subject to tho provisions of
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25X1A CR;paitinig weisanovaa:Tar_o;1112616/728R000100010001-2
?c-------Liootion 4 of tho Vatoranni Proforma? Aot of 1944 in tho
'mum of proforeno? olir,iblon?
11. Death
Torminntion or an oriployouon appointment by (Louth roquiron
formal noparation action in ordor to ()lour tho omp1oya?10 rocordn and
to detormino tho appropriate portions to rocoivo hin unpaid salary,
rorundn, and crodito? and to ?lour any indobtodnonu to et? Government
ha may havo had outotandinc.
Thu omp/oyoo In immodiato ouporior should ndvino the Pore annul
Divkaion inr3odinto1y by the not oxpeditioun communicationn facility of
duath of tho employe? tocothor with dotailo as to tits?, pinoo,
onus? and oirmantan000. Componaation Forza C.f. - 2 should be submitted
by tilt, immoclinto suporior an soon ao pousiblo in ordor that the Pernonnol
Divinion and/ or the r.lanorn1 Counnol may mrtko any noconnary arranzlemonto
with tho Bureau of a)Iployuo Componontion?
12. Adverse Psport of Imits..._,..w_Umnv
Tho continued ortploymont of any omployeo, rogardlosn of his
aivil sorvico ntatuo, in a ponition in th? Central Intollic,onco Coup
conditions upon tho rucoipt of satisfactory report of inventiention?
An ndvorno report of invustizst-tion which revoala that the
employe? in not natinfootory by reason of charnotor or loyalty to hold
a ponition with the zovornment may bo uued no banjo for roquontinr
separation of the omploy?0?
13? Romovul for Canso
??????????.111???...11.01????????????????????????????Y111?????
25X1A An omployeo may be removod on &argon of rainoonduc-b,
dolinquonoy or othor dinciplinary roam= covorod in tho Federal Porsonnol
Manual, Chaptor C 2, Conduct of Orficorn and rmployoon (Soo Adrkinistrative
Instruction . )0
CONFIDENTIAL
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AcifitgoNPflie 7??1OR000100010001 -2
INTRA:MING
1. General
???????????111.1.1???????
It is the penny of the Central Intelligence 'roup to aid its
employee:I in achieving offoativeneue in thoir work through the :level..
opmont of :skills and tho acquinition of knowledge that will be of
benefit to then in their present positiotut. The Training f3ootion,
Pernonnel Divinion i reeponsible for organizing and conducting courses
of training for this purpose.
2. Indoetrination Courocs
Immediately following the firat lrook of employment in CIO all
new omployoon will be required to attend a four hour '17rninint; Confer:moo.
Scheduling of eonibrence attendanoo uil 1 bo arranged by the Training
Section and tho individual employee will be notified of the time and
place by the Administrative Officer or the Office or Staff Section in
which bo n amployod.
3. Offico..Skilln Courson
??????????..00.111010,.....1.????????
a. Courses in Stenography and Office-Skills and Techniques will
be conducted for tho benefit of stenographic, clerical and administra..
tivo omployeen to enable them to obtain increased proficiency in their
work.
b. Tvpo of sublecta to he covered
All subjects generally considered to be applicable to the
development of office nkill will be covered in the projected training.
Sponifically? oubjoots unually identified an such are: ohorthand, speed-.
writirk,;, typing, copy-readily, charts and graphs. T:ngl 1 eh, composition,
eta.
Bli;ibilitv for course traini:
All employees of CIG are eligible to receive training,effored
by the agency. In sone oases, employees will be recracated to take the
training by their nupervisors. Those requests will be made by the
supervisors for tho following purposes: (1) increase of skill; (2)
inorease of production; (3) promotional value; (4) evaluation of employ.
oe ability.
4. I'leckuants for Special Trainint; Courson
Administrative officials who desire to have npecialited courses
of training conducted which they think will be of benefit to their
program should subnit a request to the Training Sections Personnel
Division setting forth the following information: (a) number or
Gui
; ? t
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25X1A
GIG/eat:ad (5) rAiRliftritmifflio irkiftaidygikpo728R000100010001-2
Aa
employoots to be trainive, (b) typo of training required, (o) bonafits
expootod an a ronult of tho training.
5. Counnt.....3er_vioo
t. Advioo and anniatanoo rill be given to oriployoon who doeiro
to enroll in upooializod training, special cours3on1 or undorgraduato
and graduate) training in univoruitions
b. Thu Training nootion will aluo intorview and advieo umployooe
who doniro entrances into fodoral training program and will MOW final
aoluotiona of applicant] ootapoting in tho Federal Adniniatration Intorn
Training Program,
G. Information about cotallos
611.???????????????????????????????111.1.01.11.0.111.11.11fte4.10.0.....40.11
Training Hohoduloa setting forth thy typee of courooe to be
oonduotod and tho oponing and cloning &Am, doeirod quoli:iontionn for
intorontod applicanta, and tho procedure to be followed in enrolling
will bo iseuod at appropriato time. Spocific quorios nay by directed
to thc Trtdning Soction, Poreonnol Divioion?
e
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25X1A glittlipMtp ifilliktffff4tflp728R000100010001-2
25X1A
iu,Atini NEDICAL CAM;
46.48.10mmi.
le G01101111
The Hodioul Scotian, Peroonnol Divinion is ronponuiblo for
inveatigating and Linking rocommendatiana concerning nanitary and
health conditiona in QIU buildings and installatione in Washington,
and for tho oporation of tho CIG Diuponnary.
2. 2ymition of the Dinpeneary
a.:!ilitarzi2rnonno3.
alitary personnol and their dopendonte nay reeolw medical
and dental treatmont. physical examinations and ingiunication shots at
tho lloadquarturs itisponeary.
The following typo of troathont facilitiee are availablo at
the Noadquartora Dinponeary for the troaixlent of military poreonnoi
and their dopondonta:
1) Connultation Poem
2) Dental Clinic
3) General Trontmont Roam
(4) Laboratory (For Clinical atudiee)
(5) Pharmacy
(0) Phypio-Tliorapy
(7) X-ray Roam
bo Civilian "iersonnel
Thu Headquartors Diapennary will provido t ho following
servicee for civilian omployoos of tho CiGt
(1) Rendor troatment for illness or injurr occurring to
employoun in line of duty. All injurios occurring to an employees
matter how slight, should be roportod to the Emergency Room.
(2) Make physical examination of all now employees repos-tin
for duty, of employoes prior to assignment to ?vortices duty, and
immodiately upon rot.= from overnean duty.
(5) Give immunization shots to all oivilian omployoaa prior
to overseas aosi7ssent?
no
a. Hours of Dispensary Service
The hours of the Disponuary conform to the regular office
hours bf tho CIG in Waohington? that is 0800 to 1050 llonday through
Friday. The ucheduled titio for various types of treetaent and service
is as followas
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25X1A
(AM Mr-Niak,
cY(/AVOldal or'Re(dtgj'3d6:11g0Eil.laikikillO0728R000100010001-2
Sick enll 0830 to '(X10
Dontal Sink Cull 0000 to 1000
Imuniantionn 0900 to 1(300
iltorgonny 'front lent - 0030 to 1630
0. iiftut Offtc
a. Itilit22..a
Procood in n000rdanco with ,7D Memo In. 40-506-2 (Soo zoning
map nttached the roto
b. fluvnl tlicrino Car )n
Iloport to Navy Dinponnary, 18th St. and Constitution Avo. U.W.
0, Civilian
In mums of l'.71:12ETE F:7!:1;q7:11CY call 7-1.07i(1onoo lionpital,TR-2000.
4. Medical %son:limit/on of Cafotorin:11.11.1.skyoon
as
Civilian employeon of tho GS! Ceotoria will be I j.von an annual
client (X-Ray) oxttaination at tho Itoadquartorn Dispensary.
N. Civilian Cmironnation - Injury in line of chitv
1/.
a. All civilian omployeon of U. 3. flovorrnont iho aUntain injury
in line o: duty aro ontitloci to modical, surgical and honpital trontmont
by tho Goverment in accordance with provinions of rj*S. Employee's
Compennation Act of 7 ropt. 1946 an amended. Troutmont for such injury
must he obtained from a U. N. qovernmont Modica,. Officer and hoppital
if practioablo, by phyniciann and hospitaln dosignntod by I3uronu of
Employee n Conponn at i on Fedora o ourity Agoncy.
b. Any injury sustained by an employe? should bo ropol;od to his
immediato suporvisor within 48 hours on Form CA-1 (11npleyoo'n Notice
of Injury etc.). This form togothor with supervisor's report propared
on Form CA-2 7;i11 be submitted to the CIG Offico of General. Counsel to
be filed for reforenee in event of futuro claim of benefits'.
c. It is important that reports of injury bo made in the npoci...
find time. Failure to do so may ronnIt in dinallaffanoo uf an oraployeele
claim for componsation benefits.
d. Civilian ompleyees who arc injured in performance of duty
while in the U.S.. but away from Tianhington, D.C., should 00011ra trout-
zIont at the nearest Governmont facility. Thu employee in such mule
child immodiately notify his (her) superior in nanhington who will cone
tact the Office of the General Counsol.
e. Civilian employeos injured while stationed at an overseas
CONFIDENTIAL
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25X1A
GOI\if t'
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pont ahould aoouro troatmont at tho noaroot U, . Oovernmant raoility
availablos If ouch an =plow) io injurod or boconoa aiok in porformm
&moo or duty0 the chief. of Manion ohall nako such arranvmunts for tha
pationtto hoopital oaro Un Ara appropriato#
r. It injury rooulto in inonpacitation or thn omployoo for
poriod of tit* and partial or complote disability and nodioal services
or hospitalisation ia roquirod, or tino m14/6 moo aro loot, a claim
for oamponsution bonorito nAy bo rilod an ?arm 0A-4.
ce Thu Wad Num (Rm. 1270 Quo ladc.) may bo oontootod for
Lull information ooncoranc an onployools richta undor tho Pectoral
Componsatinn tot.
CONRDENTIAL
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25X1A
PiX1 7
0 1 NITki*itratilliMA nintlitiCTIOL
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IMBIIPLOYEN1u;LA't IONS
1. Orievou.... and Com Uinta
A. Oonoral
(1) It will be tho rosponsibility of tho Peraonnel Relations
Nootion to adviso on griovanoe petters,_ aasist in the dovolopment or
conotruotivo dor-to...day work rolatiOneriahipo, and assemblo information
nooeataary to oquitably rosolvo complaints and rolotod probloms.
Conditiono may arioo which will rosult in dissatisfaction and rodents.
rent on tho part of omployetam. A stondnrd outlet must be provided for
suoh probloas, and to givo omployoms an opportunity to seek adjustmonto.
Noployeeo will be onvouraged to cook answors to any questions and solu-
tions to any oonpinint or griovenoe without rostraint, intorforonos,
coercion or reprisal.
(2) Administrative offioinlo will advioo ouporvieory per.'
sonnol of their responsibility in makinG sure that all personnel aro
fully informod of thoir rights and privilogoo under those provisions.
(3) Appoolo of officioncy rating?, decisions on tho class.'
.ification of positions, and involuntary soparation during tho pro.'
bationory trial poriodo badod on inability to porforra the roquirod
dutios, will not be subjoot to dinpooition under tho Appoal floard
rrovisiono. Hoithor will this procedure be applied in making dooioions
on administrutivo actions involving suspensions, involuntary sopara?
tions and removals.
(4) A complaint or grievance is usually an omployools coo.
pressed fooling of diosatiofaction with rospoot to his day-to-day work
rolationships, working oonditions, or status of employment. 3uch prob-
loom or miounderotandinge are peroonol to an individual employee, and
their solution usually affects only the particular omployoo involved.
A distinction between individual grieven000 and matters involving
gonoral issued which aro genorally considered by managoaent or Groups
of individuals is nocossary. Problems affecting general working corn.
ditionm or matters which havo broad application, irroolving g000ral
polioy or adminiotrotive praotioos, are not appropriate for consider-
ation under tho grievanoe procedure. Requests and inquiries which do
fall in the category of Grievances, should be referred to the omployees
immediate supervisor for disposition. Decisions and reasons for action
takon should be givon the employee promptly and in adequate detail,
b. Logel Atipsorit7
Executive Order No. 7916, dated 24 Juno 1930, provides that
the Personnel Director shall establish a Grievance Procedure, subject
to the approval of the head of the agency and the U. S. Civil Servioe
Comniasion. The Director of Central intollicenoe and the Civil
Service Commission have approved the following prooedMre.
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Ui L..11 I
25X1A CIG MANUAL OP AOUINIUTRATIVP, VISTUOCTIoNS
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a..22........2Alimwtimu2142mtel
(1) This pr000duro will bo applicablo to all civilian em-
ployoon who havo complointo or grievan000whioh are personol in naturo.
(2) An employe? who has oomplotod his trial or probationary
period and in boing aoparatod for inuffloionoys will havo tit* right tO
appool under the Appoal Boord Griovnnoe ;T000duro.
(3) Fmployoos who are torminntod for oaueos ouch as chain?
quonoy or misconduots may ore:maim? their right to apponl euoh rumors
n1 undor the Appeal Boord luvvinione of thin Pr000duro.
(4) An employees may not uou the Grievance* oR Appeal Procoduros.
as a doloy in the applications-77 adminintrativo motion or dooloions.
Thin dooa not product? hcaring o which will be afforded An employe? prior
to diooiplinary action or adminintrotivo deoinion. Such hooringo arc
coparato and apart from the appoal righte or the Orinvanoe Procedure.
(6) Employees against whom oompinints or griovnnoos are
brought shall be given thu sumo rights ender this Procedure as those
a000rded the employee originating tho complaint or grievance.
" W1m/t31111.2121219.1
In order that prompt nolutione or complaints and grievonoos
may bo givens the following table and stole' in the Prooeduro are ostaibei
itched for obannoling griovnnoo natters. It is aosumod thAt intormed..
into supervision will bo consulted and informed relative to notion on
oaoos involving employees under thoir goneral juriodiotion.
First Stago
Second Stage -
Third Stage
Fourth ftago
Immodiat4 Supervisors
Branoh Chiefs
Assistant Dirootor of Offices and
Directors CIG
(1) First Stag? - larodiate Supervisor*
Tho omployoo shall first and alwaym take IT with his '
imodiato ouporviaors orally or in writcngs amv quostions griovanoos
complaints misunderstandings or aimilar difficulty. He may be aoctoses
ponied by an employe? from his own offices who auty servo as witness.
Tho suporvieor will allow tho employee to state his vase fully and will
promptly and objectively investigate the situation. A brief record of
the ease will bo kept by the immodints supervisor for his own infornam
tion and for poseblo roforence should the mattor bo referred to high.-
or authority.
(2) Second 8tot-.1mW.i Qtisf
If the mattor is not adjusted to the employee's nation.
faction at the first stage and tho employee desires to appeals he will
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C3:13 MANUAL Or AlearTOTRATTVII INSTRUCT X011$
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aubmit his maw in writing through Kin immodinto suporvisor, who will
forward tho original to tho Branoh Chiors and a copy of the appeal to
tho Chief, Personnol Division, CIO. Tho Branch Chief will givo the
employee full opportunity to oxplain his problem personally. The eso
picric nay be acoompaniod by not more than two CIO omployoos of his
own chaos who may bo hoard as witnesses. Tho Branch Chief will ob-
tain all pertinent facts in the cone by consulting with other persons
oonoernod having knowlodgo of tho circumattnoos. A written r000rd
will be maintained by the Branch Chief, including a otatonent of the
griovanoo, tho moos of persona concernod, tho normal of those with
whom the mattor has boon dinounood? a sumary of findingo, and ft otateo
mont or action taken. Tho employee will be infornod in writing of
action taken after full consideration Imo boon given the cane. A
complete mum record will be forrardod to thr chief. Peraonnol Diviaion,
and to tho Poraonnol Rolations Suction.
(3) IhIn4j3tst: Apoistant Director
If tho matter Imo not been oottled to thy satisfaction of
the employee at the Lomond stago, he may address an appeal to tho
Aosintant Dirootor, CIO, in the Orfioe ooncornod. The request will be
forwarded by hand through the Branch Chief to tho Chief, Porsonnol
Division. The Chief, Personnel Diviaion, will forward the appeal and
wee records to tho Asoistant Director of tho Office. Tho employee's
appeal will request that an impartial Advisory Appeal Board by ostab-
lished to hoar his case, and will 'tato tho nano of the portion ho
selects for Board Momber. Upon roccipt of the request, the Anniatant
Director or the Office will namo a %Inbar to tho Advisory Appeal Board
and will immediately notify tho Chief, Personnel Divinion, of such
selection. The two members named will agree on and appoint, a third
nembor, notifying the Chief, Poroonnol Division or such selection. If
ma agroomant cannot be reached as to the solootion or tho third member,
the Chief, Porsonnol Division, mho autorlatically (serves as chairman of
the Advisory Appeal Board, but in a non-voting capacity, will select
the third meMber to tho Board. Tho Board, therefore, will consist of
four MWmbers, three of which will have voting status. Membership oill
be restricted to employees of CIO. The Chief, Ivreonnol Division,
will maintain absolute impartiality in his service on the Board. His
responsibilities arc to advise tho :ioard as to proper pr000dures and
regulations, to see that proper records are maintained, and to insure
expoditious handling of the ease.
The Chairman will oonvone the Board which will invostigate
the case promptly, review all pertinent p*pore and hear all persona,
or receive suoh evidence an the Board, by majority vote, determinos
necessary. All members and the employee will be present when a hearing
is held, and the employee will be given ample opportunity to present
his case. HO nay be accompanied or represented by not more than two
employees of his oon choice from GIG. The employee will notify the
Chairman of the Board in writing of the names of such representatives
prior to the tile of the hearing. The Chairman of tho Board will make
mammary arrangements for the complete r000rding of all prooeedings
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25X1A
tIto PANTIAL Aln.11I8T.11/LTTNLI 4 miltizatu
molItAkk-muro-1-00728R000100010001-2
Approved ror Kerease ZUU1
ror administrative mu. Upon roquesto thin report Will be eado
availablo to the employoe. A writton report, signed by tho three
.memborn, and inoluding u ntatuniont or findingn and roocarnondationo,
will be oubmittod to tho Anuiotant Dirootor of tho Offiuoi but will
givo no indioetion of individual opinions or recommundatiunn. If a
complete agreemont oannot bo r000hod, ii nejority dooision will he
binding. Thu Aouintant Dirootor of tho %sac() mill rondor a?prompt
deoinion end will inform tho enployoo or ouch dooieion in writing.
If tho oMployeo lu diouatinfiod Ilith thin deoinion? ho may oppoal to
the Direotor or Central Inwlligonco.
(4) Pourth Steed - Director of Control Intt9lizam
Tho omployee will forward hiu written appoal to the
Director of Central following the uume procedure an
outlined in the third stag?. The Chief, Pornonnol Divinion, will not
in the namo onpacity on outlinod in tho third steno. Thu Director
will make a oaroful and impartial roviow of the r000rdn? If hearings
are doomed n000nuary, the omployoe will be hoard and may have roprosents.
'Atone The written dooision of the Dirootor will be final and tho easo ?
will be oonniderod olonod. Complete records of tho casco in all ntages
will be maintained in the Pornonnol Relations Sootion.
0. Conduat of A poal Boards
Appeal Boards will conduct mootingn in an informal manner.
They will not function us a judicial or trial body. Appoal Boards
will be entublishod for tho purpono of advising and anointing the
appropriate authority in rondoring a Pair and unbiased dooinion bnsed
upon information and foots, and to odvino tho proper authority of fill&
inn and recommondationo. The omployeo and witnesues ray be nubjeot to
quontioniog. Haeuvor, "croso-oxominationu" and technical "objostion"
to tontimony by Board Nembors will not ho tolerated. All proceedings
relative to the Grievance rrooeduro will be carried out on official
Government tire and during the nermal work day. Scheduled tine off
will not be granted the employee or hin tollow-morkers to prepare his
?as?.
fo Ti no Lialtstionn
Docisions at the first stage will be ronchod within three
working days; at the e000nd ntago in not noro than six working doys;
at the third and fourth stagen ih not more than ton days each. If
for any roanon the decision in delayed, the employee mill be notified
in writing of the delay, roauons for the delay, and the &minion date.
An employee will to allowed ten working days to appeal the deoinion
rendered at tho first, second and third stagen. An appeal of sews..
tion or removal will be made within five working days from tho tine of
the employee's receipt of the official notice of the action.
g. Rxponno and Travel
Travel or any other expenses whioh the enployoo, his
representative or witnesses, might incur in oonneotionwith attendance
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25X1A
nr,TIN(113
ffoiuncyrtttitya ruy.tirod by law and tho uniform efficiency
rating nrsten promuln;atr:d by the ivi1 iurvieo Ccadssion, an::: followed
by (JO, in an mteavor to ear3.7 out t.he opirit (?s.' tha lave
? noral
Tho rboquiroeiat. offi.cieru7 ratings bo tAkun into
accourtt.Lt caw of promotions, within gl,'W.1,0 LI,Llary inerorives,
(A/motions, dimalsoas for Ina:V.:ie.:Loney, and in dcturariniag the etaployt:?ou
to be retained when rograts or rrduotion in force is involvud,
nido frcet tho it.spoot oi u.t`fictioncy ratitw:s there aro
equally important ree?eone for periodically rating the Work performance
of employeos. For examples offleicticri ratims afford k4 :wane of
educating supervisors in tho necessity of obsorvire ths vmrk of thoir
0:aployess and establishing fair and equitable standards of porionnanso.
Moreover9 they provido surxrrisors with an fvportunity of taking
periodic inventories of tho work parfermace of their employees and
:nakin g objective evaluations therof. aficiency ratings are an 44d in
developing the employee in his position by making him familiar with
the standards of work required in a position, an by informing him of
hew he measares up to those standards.
2. zmoti of::.facij.y.sr.11.5thiaLcs
a. Official ;zatiza
CaTieial ratirwmiL114.1 ritirus rh1. eh aru rtnuirt..,d
under the efficiency ratinc .7:4:11:4tpra and will be made on :::taplard
inort of -Moloney Ratine:V;i1 There ar4 . throe typos of
ur?leic-11,1:7 r4tiz !FA $ :iuuLr, Probd.ttl*nal ?::)ecial?
(1) legal.. ,a2LLa..t.o.
rheisular ratings will lc prepared as of March 31 of
each year for employees who have compl,.ted their trial period iAriCi who
have worked in the agency at lo.tet ninety (90) calendar dtkys in the
rade o tho position held on /Sarah 31, 1947.
(2) gzie.o....ara.oba ns1
Official probational ratings will be made prizlarili
to a.suist in determining whether iFltiployects who semi: in probational
periods should be retained or separ kted because of failure to qualify
as pare or the ccoadination ixrecess. 'they will bo made sixty (60) days
pricy to the end of such periods.
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4
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CTG T!ANUPI. O1 10:41INT3TTLATT.:
';`,neeial ;Mtirea
,...;poQ1).11 tiri W.11 vrholover it boc0;1;43
oncmsary to w."1.\%ct trwt official action cuch an when an fAnployi.N.? becomes
.for rrithin qrade tialary inero 0,11ki thC aarao:?.to,,; CCramnif:Id
11.43noc:irr.orit efficiency on
?
Unofficial ratis bia pr..1p4u,k,!d. i.:41.1y as a lxtels for
considoratton for 1.,Ator offiulai ratinue. Thc,y 1,-)e rude .?fhen ratiry:s
are desired r:i(Ire fr(11(111011t1,3r t han once a :,rt..ar for aAsainistr.;Aive purposes.
::".uch ratings do not corotittzto prt of tho el:4)10:700s o;'1"1.cial record
and vaill b rotained and used solely 1..xy the olTiciale o, the Office or
:2,taff ':.7ection l'ayiparins; the ratirkc,:, An employe? .taay not exercise the
ridat of a.....y-)oal iron U.Ch raltitr,19 ?
.3 ? i".e.'etirk!,0 lorts
-? Ratty. Officials ,)onsibilitios
Official ratings must reflect raiment imd justice resat
from. ouroful deliberation and sound judgment. ,Nraluatiorrt aunt be
based only on the 14.ctual work peri'omanca of the crilplore otror tho
ontire rating period and not 'xi wi e,thor considerations. ;;ach clonont
narking on :7:tandori 'Porn 0. 51 should mflect wi honest crvaluation
e,tip1c):,-ooll,1 norforinanco of his az-Isigrf.d.
Cifficialts
*411.0.1.......??????11.11.11???
.'17icicancy ratinas should bo conscikatic.)usly re:vim-rod and/
or revised befor' ...lub'zittal to tbu lf,ficiency airCormlittocor
final review miapproval. ;:ach ratinc 1)4,1. czar:Lined i7 grade and.
class to insure rrop,..:tr unifom application of star.u.lards. ifl easos of
disaigq?Atatent th ' tcjri I ficialawait: confer with the ratirk;
oincial before making any changas in the cloaint ;-.3arkings or tne
a&Ject.vc ratings. '.;hure a:mug:mats can not. 'rx,1 reached the reviering
official win rpko the necessary chartes in red ink without, crossing
outs &facing or 014013i4g the mark u of the rating official.
C. *;;S:fici itc.rittee
The !Triciency Hating Ccevaittou will act in a staff
capacitor for the Director of CIG 4trld will b3 responsible for the actidn?
istra:Zdon of official ratings. In this connection it 17111 perform th6
following fttnetionst
r-PT:
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25X1A
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
CIG PVTITA:571,',V,
(1) Tho Cairaittonwili revicw each ratiw! 'Perm No. a to
tiesmartAin t,hat the r.Aing olamonts arc prop::rly soluctod efr.nd that tho
ratin4: L the lo !,710411 rconalt (.1.0.3vnt plarkings,
(2) The ciritto iiU tuktt Lh 'tinca to ascertain
VIA rabing standerdo and porformAnec roluironts arc miform innofar
az practical. l'he copyriittA) vg-ith r3tiag and rovtewing
Wriloials when It, Volt that inalvi6uml c Toupti or ratings h4t'vo not
boon ,proporly ;:roparc:d. hororevirstsi: ufficioan Call to make jti
fiabic judr,:le:nto in Tv,ks 1.L huL1 1.,x1 iitd.n t1h uthority ef the
0o=lattoo o;:ldjur.lt tho ratins ?monr1,1K.,:ly.
(3) Tho GormaLtee. trin tho ratinc; and rovicrwilv
of a (? whonevc;r posoible anO. I tv,; ri.uponsi J. ii 1.y- iriU. atend through?
out !al of.flicen uh;)oe ,ataploy,:es tti:4;...rie.3c1 on tho (7.2A .1Ayro11.
14. 4(.1,e.t to and Inaloction ot b,y
Notice oi rvgulari probational Jnd VJp-uoial ratinga 1:111 b(-3 made
,,tand;4,d Form Nos 63 i43)C1 a copy dolivored t o tho etvloyee. Under
:jvilscwvico ;?.c1;1.11,ations employees ay. inspect their rcports of of
eioncy ratirws and will be no ;advised at the time they are inforAtod of
thair ratinEss Kmployeec are pQrmittod io Lo intipet tho final
ratincs (but not the rutin fora 11o. 52.) far :al Qmploydes in CIO.
5. ,?,.ppoal Froccdure
...46.14......ropasaimmorrommarramasemo
The Contra]. intalligence (Vow has a legaLly oonstittatod Board
of Hovicw TALieh passes onAppealg Aiwa o'Cilcioney ratings. Athokh an
eraployee Ito i ditinatisficd 'with his efficiency rating, raay tc his
appeal ?firoctly to the Ax4r,1 of eview, hc ;:should be encouraged to
follor adriLrastrativo, procodurer3 in enth..),:.opzix:.. to effect a ohancv in
his ratincr,. In this connection appe3.r3 to the rating an.3 rvAritIrdn
officials and to th,2 Coarattee :Alan i.-Tizstitate
or acluinistratlw ehannols.
a ?
,'pxul to itatin and 1tovicrvrL
The
rating and revl
amend the ruport
4ating Committee
hating Contaitteo
tory, will issue
employee will first diocacz his Elsievances with his
owing ofacial who nay if the circumstances justily
of efficiency rating by .informing the dficiency
in witting of any desrirod changes. The L:fficiency
will review tho chaner?co reconurnendod and,
if sttisAc-
n iimanded Notice of efficiency
be AlTeals to Efficiency hating Cammittet
athough the employee will not be required to disown hits
grievances with his rating and reviewing offiaal he should do so before
taking the appeal to the Efficiency Rating Committee. In any event
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25X1A
25X1A
th!),yRilye,vv&ie.ffie,911,91.R?,.1,12,,,F.R,,,,,-.0728R000100010001-2
.ipprAls to the Casuittoo must bol:1;,ide within ton (10) dive fron
receipt of iietico or ifficiency Rating,' .tn omployeo must submit a
writton api;eal to the Erficiunc.7 hating Canattee setting forth the
reasons for appeal arul wt;ether or not he Yri shoe to appoar in pveon
before the ccesnittee ler an oral hearing. Tho :Xficiency Rating
Coamittoe will obtain all nocoseely infornation and review all facts
relating to the ervloyeols efficiency and notily the unployee of its
decision within thirty (30) days of recolgt of a)ipeal. If a rating ar
reviewing officio, during thy, (lours? of the coard.tteete deliberations
desires to initiate a chanco in thrt w,ypellarrtIc rating he will be
poi-milted to do ao?
c.2.121).12.142 to noare...uvr
lthotv,h th i1oyr"..r, not r, .jutred to4:),)eal to the
facioncy atin Conntitt,e ho ohotald be encouragod to Lk o so before
taldnt: (An a:),Pontl to tho rioar(1 of Jtevicv. in arcr evc:nt1 appoals nuet
be made in vrritinG within ninety ()0) days of the dxto t}ut notice of
the r...tinc was do3J.verod to the Qaployec. The efficiency rating tech?
nician in the Personnel Relations ;.;oction advi.ae 0p1oyx)os of the
procedure to be folluwod in tald.nc appo411.0 to the Hoa.rt.1 of Revitstr.
This information will be ivn to tho omployeen %?tith their notice a
official efficiency ratinge or upon their re...jueot,
ignificance of :.tficioncv.
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2okook
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
3G :oo:ITIrlo1114711T,'! IN:,TirCT.T.0a;
ttryIrei10 and Iramotion
The ::,Ialary Aciwuusroont Act (automatic within Ltrado increanos
under fublic Law No. 200? as aolladed) provides for suedensive ealary
advance:net:to boned on several factors one of which izi officioncy ratings.
Hetinge of "Good" or bottix permit rrntrirt periodic solary advancement
by oucassolve utopia up to and including the top rate of the grade.
Ratinge of do not pormit mtli.trior advilaumtont within the oyo.do.
In aecardo.nce %,rith admintstrative policy oroo1oyce4 whose efficiency
ratings are Voir,' will not receive promotionn unless the promotions
involve reassignmonts to ether linoo of work for which the employees
25X1A aro mare qualified.
.01111111?11?1011.11?10101.????????1010.110411011.11001.161.
I. General
memorlonlmosirmarb
The porpooe of the employee counselling program in CIO is to
improvo morale and efficiency by raaintaining cloth, contact between the
.porsonnol stiff, operating of:Axial:3, oroployoos, zuld supervisors.
It will be the policy of GIG to recognioe an errdloyeefo dosiro
to talk oloor certain probloms with soacone other th,on his iroicaato
Lrupervisor the olopon do.or,, principle will be in effect) a counsellor,
who can be api.)roached cacily end on an informal and friendly baeis, will
be available at all times. vcry effort will be load? to facilitate the
adjustment of the individual by helping lam to understand his an
diculties on or off the job and to salvo than by hims,..1f. Tho
(imployoe welfare progrou will provide needed information concerning
intorpretttion of policies, promamo, and regulations, and employees
will be assisted in ouch inattars as housing, transportation, medical
care (Group Hospitalization) and financial problems.
Group instruction e will be given to A1 nevr employees. How?
ever, additional explanation and intarprotation of particular item
are often necessary. Therefore a personal .interview ril1 be conducted
with (way now employee to insure that queotions do not go unanswered.
2. Prosit Interviow
a. The purpose of the pro?exit interview will be to determino
the facts surrounding the resignation of an employee in advance of the
actual separation. In maw instances a decision on the part of an
omployvie to ream is the result of a misunderstanding or a lack of
information regarding regulations, procodures and adminietrotivo
policies. In a situation of this type an employc'e may have assistance
from his superiors or an employ a counnellor in making a final dotor-.
mination? A pro-it interview will prervido the employee with an
opportunity to state his reasons for resignation or to discuss amr
probloas which row have influenced his decision.
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rIrrnwrw
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25X1A (an :_:,1,+1,14 ?. ia::) 7ivs
?1113 :leo or ...tuff ierotion will ,:..roro 1.'otts .)7-3 tto
in advance of tho cuployl)cla zoi)orntion. Tho reason for rosigi.
nation/ t,ho roosttion of the immodiato uupL.rviaor oth,r rk.sponsiblo
officials') to ouLit rb.ction will bc fully outlinod =cox itiootarkst4 on
Form 37-3 which will bo ea-worded Transactions r,.d 1ocords
:eetion to tlic ;4ortionnal itolations E.uctiun. 'rho concerned
will bo schocluled or dA pro-cscit intorvicav t.cnd thc orboonol o.elotiotus
oction idJ.l ;trot:owl in Vac followini 1:IA1:Inert
(1) Al. facts conot.rnin;:: the reasons for separation will
be obtained and if it avears that an undesirable (=plop? relations
oit?lotion cotists tho caso will be invostistod and recoviondationo 'or
correctivo nteasorost vrill be Ltado. .iuch action ;.-itty result in tho
retention ofzt dettin.able coi)loyoo.
(2) tilt) u3ployou rosinoi aroonce.-koszto will bo oado
for tho o.oployoots poroonnel .roldor to Lt.: foroarded to tho fluourity
DIvision four days prior to the date of so;ration. Thc foldor will bo
roturned to tho Transact!.02 IX and ttn mitts ;t1ctiors two days prior to the
ooparn:tion.
xit--intomtow and iinol Clourzoloc
ea 0.1ammelimill*????????????????????????????00....???????????41
employoen leavitr, q] o vrill b ivtn an ,v,It-ilstorviou
Vac A's:sow:owllations :;ection ovon tilf.Ak;It pro-cor.it intervittw has
boon conducted. This irrtorviaa will be civun on the last rtorldav thy
or tsa near fj1Cr'.;t0 Lla practical. The amployeo will be given an
opportunity to state his roaction ;old (=pros's his fooling toward tho
koncy, hJ. superior and his position. oueotions cioncornLek; his civil
gamic? (status) future omplaymont or ark?' othur ouestiona of a i:2 r-fraonal
naturc wfl.1 bo answered. Tho final clearance shot will he initiated
in the Personnel helot/ono ;,loction simultolneoasly loith the conduct of
the wit-Intervittir.
4. itocarcLing Inter/lows
.Form 37-4.5, Personnel isolations intorview'Accord, wil2. be
pro-pared And maiLltainod for each into:mit= ccivton to provide a private
and informal. record of the mployoola problost or intorview. kostineu
will be made concerning the nature of the situation and action ten
by the counsellor or am* other parson to whom the CaliQ has bean
rcforred.
5. fmllotin I3eards
a. Bulletin Aerds located in all buildinooqt in CIO vrill
serve as an additional media for hrinang information ofcencra
interest to the attention of employees. Information will not bo
placed on the .2411atin boards unless it has the approval of the
Personne3. Relations section. Inforoation will be plasma on board? by
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NM !
25X1 A f3 APPFI)Vd )1,%.91:1E,Itseti0.119P/0P 91),1!krIpP81700728R000100010001-2
4:sap1cortioo Itho norvo ?L?s roprocantativost4 Vornownol 4cleLions
.;cction and tato have Wu) rosi)onsibiliLy .;or nainto:inoncc o4 moll
boa.rds in rt currqnt 11.! 1, I ?1) 1":1^Jay r C:r ? 4111,Jcyii Jf C.r.
CM; ear ttgt; d to Inilnft inro t.i 1i1ch Uy S1 will. be tr.:acacia
to all peroonrel to thoir ro:rocntativ, rviooro? w'minictrativa
officials and tho i'crttonnol ,,octi.ort ?r ropar a, )1.,oval and
p =tine .
? Idlotin 1.04.trtiu, in c,",, I will ca.ory civil service
enstouncorwnt ri, it&bc zocitj- noticoo p 4 41 In' el oo:tcurtting plvs,
1octw'tz r.d other cultorul activities wola courtsoso.t etucky and
noticea f recreatiortal tiocial activities spon.surve.1hr rc:, -111.14d
tido co wrttnity orolixatiorie ?
c. servo:is to d Ct0 xy? neat itoes
td a?,12,0(:.r,ince of (.0.1 bulletin bo wiU. b acio
?Y ?
r:ervico lamouzloonante
viort of the fact that, nuz,YOrtr of f.,;I:C,1 c=4110.7c'e8
nr.o at this time vitally intorestcyd in ac.,:tul ?Inc corlpetitive civil
sonde? stitt us the pr CR mlr:: et.;talaish mons
or e.ridifyrcof o7Dortunitico for ticquiriorutLtive
vt.!.;,,t,us and render ttrivict connootl,cn tsnorizwit3l?
b. The Civ1/ tjc.fl,Lup.)1.1.A.4:7, t )vo 72Joanel
Avision '.rith s:locifiocl. no.:1:..iur of cl?aztiz.ti,ion
oach titloa
oponing arc i.)2.41.ccd on all blialc;tin
eenc,...1.?sin each z.,:tal1le by
3e.n.ifitr.!,.:t.ivo officers of Offices .tr.vd er;tploy,:cm
oncouruti to contact such offlo for sioific dot:Als,
tlesirin7, to talce zcamination 11;i31 coQ.ete (:z.trtis
told toge.411Qr rrith other 41:atri4 Ly.rt,i,iient to the extinination
and will trait such inftion to the Mrsonnel Relations Section
for forwa.rdinis to Civil ,:::c:rvice Coanission on or beofore Ute closing
date of such coceattination, or they may en.W.t, thQ above direct to the
Cmaission if they so deniro.
7. ' oup Hospitalinatton
.,%11 amployess are cligibl oLatta application for ttranborship
in Group Hospitalization, Inc. Ono voup opming 'trill be hold in
December of each :roar .au -which time any omploycc may enroll. Now
trtplcycos may onroil at any tine Oaring the first sixty (60) days of
their txteloymmt) and vrstorans. may cltrell at any time rtitbin six (6)
months after their discharge. lt,t3ploycoe scheduled for overawe
assignments VII i %WO pranium at lea= one year in advance. Payments
of regular subseribors must be nada to tho Group Veasurar the first
PT &or o4'. each month or on the throe follorim isterldng clays. The
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25xiA
Apt.. Wit I a 01,019/06,.?,chek-
Uiti I $110728R000100010001-2
coat for aEu.A,;iabuori.bnr cont,ract (for coif 01134 La nixty?fi.v!, Conte
p'i'rlont,h; for a /To. 2 :,lubecribr nutie contract (for solf
buid upoutic) Y.1.50 per 4:Lontlij for a No. 'Itbsor.!bur Contract
(Cor bolf and noiabere or ranuy) 4.75 1..1:ionth. Ilonpital caro IT to
twonty?uno (lays in pay contract yur.....r i providodt and t}kor9 are rmy
kithor 1iti.1 lyanofit , t .):11:11 inf 0 rl LI on 4r1ir tho ;)lan nay
bo sciourcd iot tho Per ore. )tolr.t 'ono ?;oction.
.4 ,A
A ; %ILLY
Prie 11.:,,Ic1n,L?' sit c 4:41.f iurt for C1.G 01 in r f
c,ritioca, i2. c::".ao;?,(1.1vo who :.vori r,.suittur l'u.44,Tro
vo.ca-,1014.10 alio:ad no ti ly t.htiorr ($.1.1103. Ulat.L ono .c eta on. Many rcqu( ttt
OJT 111ado for rooms, 44iiertrunto Ltn', h AISCS ;10 thc rimoonel .)tv-islon
win whinr.:,vo pSlabli61 Old CIlfaCtIVI .1.11 eldeq.1.11tC rktul ine ?
9. cab;)).alillu
It will lxi the policy or CTG to sponoor canpaigns and drives
for such f::harlt,..blc orgarrixation4 t hi) Af4rtriCta 1cd Crone, ro:zrainity
Onoots Infantilo FoundAtion aitO, othor 1.13rth7 camas which
ha* tho approval of t(..t ?Lrootor of control Intolligonoo. 4, clv.tixtum
for each dr votrill bo u.pointed j tho 5./sect,ort a vice oh.t.,:Unan will
be appointe,d by the ..%naletant Diroetor of each CTG Offices, cncl each
vice chairman iU ealeot sufkiciont nurabor of ;coy non to conduct the
25x1A L kr omira.
.01106?11.011?6??????????11.1?11.04.4.000??=101.???????????????1111111111
1.
.1-rocura..tcsslt
???????????????411001011110?01110014.
tt. ".'ho Egyixtrinont t1I et7tALblich ,..1,UOtt10 "I: ;.1.1.111-arY
pk.rsonnal vttilibio isor ass-II:al-lit to
b. '':ho 1:),:::rzvonnol Division will the war Duo:Arta:cat of
qualifications and rk,T.:u.lx.omont.,: oi'. rall'Aary porconnel to fill :,uthoril.tric.1
Tacancion ?
o. Az..)plic,Lticrts of qualified :individuals norainat,A by the
War cIpartimcnt LU be roforrod by tho l'orsonnel Division to the .kpro?
print? Office or 1..3.ff Section on Form 37-9, Roforrol Shoot.
2? Ass ant
itik Upon selection or tho proposed candidate. the Perttonnel
Division mill requout tissigcraorit of the inclivic1ua3. from the vSor
Department.
b. The Office or staff !iection desiring the services of the
isdividual wiU autatt Form 37.3, Personnel Lotion Request* in the same
mazer as for civilian appointments in CC.
\\)01\
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,
? ApproVed1:14geleaSe 2p01./09/06 ? CIA-RDP81-00728R000100010001-2
25X1A cT A;)artz.7,71v4iri yr: ?,..1;;TIt 15(31'..1
11.1itary personnel will be oubjact to the a 64;110 tioeurity
retptiratonts as civili.an oat Irla To.
di, No civilian appointmertte will bo viadcs to positions while
such positions aro ocoApiod by military porz;onnel,
3. Administration
H. All military personnel aosiejtod to (1,1(31 il1 bo traru3-
Xer2'ed to iteadqviart era and Hoadql &al tors Detachtralt for win i atr:Ltivo
:Nov Lo en ?
Dirtx.dA-
b iaaekr.lart:ex.:3 and IloadquartclisAvrill 1,0 rez..!..,)ons'tble fat* the
iiiu.jnt.on.ancc, f all records, rovActso discipline) to.) of all artlry
p.amortnel in aocordanGo with the applicable itv ,!or.ulationo.
:ioquilato ,:er leave for pori,onna should bo
rovt.(1 section howl (prolAbly a civilian) sur) than ,:orter.xcicd
to lioadqa,trterv min 1tlt:1( t) V 1ttll rt, for (scernitioll,
)t, Trarzai'tir
a.i4hon the seri/icon of :Alitary rxxna.nel aro no ion!gir
necesraril ileackuart urs and 1io.;.4.1vtrt,,ro ")o1achl;t1:rt i1l ri ,onrt talarA
to the D,,::xArtrient as surplus m;.1 Yrill roquort furth.r anolgna?Alt
ror them. Upon roceipt o.;:' such asniortents they iiU.oo rolimiti from
duty at floadqwirtcre and Ifelldquail,ers DetachnIcaltl, 'AG) and vztU rklpez,-t
to their now. station ae ordered.
b4. Inquiries concerning arty dotailo regarding the administra-
tion or military personnel should bo diroctod to rsoadqu-rturu nd
Ileadquart ors Detaclinent ?
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25X1A Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
CTG'A 11A AxIIITOTI2A7Tvt; MTP TT! ?:n
25X1A
25X1A
r1r:=11A1,
1, :urpose
'rho purpose of this instruction is to out h.hi rtor sttutd-
anis i;overninc; e method of preparation of all corrospondenoe and
Of fioial papers prepared in the Central TWA/ 15 cm 013 arou p ?
2, 3acurity Preoautions
??????????????????? ????????1111.111110.1.111101
Certain documents rtglUiVOLi by end prepared the Central
Intelligeneo ';roup must bo speoially safek;uarded to prevent their
falling into the hands of unauthorised persons. Correspondence and of-
ficial papers containing such iformation aro referred to as "classi-
fied" documents. The types or degrees Of clanaification, in their
order from the hiGhost to the lowest, 112'0 OtlititiOd au follows:
o' roirri7m,
10?;:;T:1T.C.',TS1)
livelyono eoncerned with classified docralonts must bo thoroul;hly
familiar with thane term; 'Quid tike basic requirements for the preparation,
htuidliog, and disposition of each typo in ancordance with the pr000dure
25X1A outlined in CIO 30ourity Regulations (GIG Administrative )nstruation:
M)?
25X1A
TYPOGNAPIIIC 3TY1,h.
The fallowint; general rules applicable to typographic st,yle shall
prevail for letters, memoranda and official papers of CIO. For oru
complete and detailed rules, the T1. Se Covornrsent Printl=kg Office ;34,;ylo
Manual should be used as a reference.
1. Capitalisation
The fUndamental principle underlying rules for capitalization
in the Englieh language is that proper nouns and proper adjectives are
oapitalised. The accepted atuthority in individual cases will he the
Ti. S. Government Frinting Ofri041 Style Uanual (pages 16 to 46) and
Vebaterts Now International Dictionary.
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25X1 A clinrkytTA.R6RAI,289?r?;0A1L9M : 91AIRM:17R9728R000100010001-2
2. epellir%
To avoid the cont ion and uncertainty of the varioun author-
ities on spelling, Webster's Now Tntornational Dictionary and tho U. S.
Government )'rtnting Office ntylo Venue' (pagan 47 to 55) will be tined
an final authority. Per geographic rumen, it in advinable to 118U this
United States !,oetl quid? for those in the United fltaten and ito
posseesion? aed the International'iontal Guido for the spelling of
foreign geographic names.
3. compound Verde
71obetero2 Uow International Aotionarj and the U. S.
Printing ?Moe Style vanual (pagos 57 to 92) will bo used an
authority.
4. A,bbreviationn
Government
final
Ve nature of a doculdent ipvornu the extent to which abbrevia.
tions may be used. In the text of technical doouments and in parentheses,
footnotee, sidonotee, tabled and bibliographies many words' are commonly
abbreviated. However, in ordinary text of correspondence and official
mere, abbreviations are to be avoided, except where necessary to avoid
distracting the mind of the reader by a repetition of, long, cumbersome
words, titles or phrases, but generally the first time ft term in mentioned
in the text, it should be written out in full.
The aceepted forms of abbreviations are ;:hoso listed in obstur'n
?:cm ynteraational :;10tionary and r. 1. oovommout ,,-.11.1-tint; office t;tyls
ranual (pages 93 to 101).
5. Humeral'
Arabi? numerals mill be used in preference to Rmann numerals in
numbering paragrephs, papa of correspondence, and official puporo.
In writing numerals tho rules and standards prescribed in the
U. n. Government irintind Office style Uinual (pintos 108 to 106) will be
followed.
6. code Naas.
Code names appearing In papers will )-e written in ALL CAPS and
without quotation marks in the body of the text. Viler? a code name is
used in an ALL CAP heading, the code name will also be written in ALL
cArs and will be enclosed in quotation =arks.
Mere the oode name is used with the word 'operation" either
before or after it, the word "operation" will not be capitalized.
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25X1A
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C' 0!.!.A11.17/0... ,4-TNOT":'T
7. Punctuation
??????????110?118.???????????somll*
The general Principlou E;ovarning the %MO of punctuation til'U
(1) Vint if it does not clarify tho toxt it nhould bu ottt.o, 61J/11
(2": that in the &mice and placing of punctuation learka the uolo tin
should ho to bring out moro oluarly "tho writer's t Ooug,ht.
Di individual ?mum Tjobetorfu Zlow International Diationery caul
the U. 8. Govornment Priat.;irt,;. ()Le.c`ice :;tylo 1"anual /pages 101 to 110)
wi.11 be lined ao standard reforoneo and acoupted autl,ority.
8. ?fibular Work
To object of a tt1,010 ic to present :In && eonoiao azid orderly
manner inferriation that coul?t pet ho probonted rr oIoarly in nny other
way. ''ho atylo 4tvon for toxt in othor alai:lona of this mannal epplion
nluo to tabl us, tulle ss deviation the ref ror i rtitfirt nee n nary h tho fort'
or pl.rpose o the tea ea. .141001011 foe turas or tabular cempool. 'lion aro
sot forth In tr. n. P;ovornmeat T.brIntinc, Office "%nue' (patIn; 111 to
122).
P. Division of Words
??????????????-??????????100,0
Tn dividing a word botwoen two llnes of the text, the syllabic
division given in Wabg ter I Nt3V4 ITtturntttiont1 oti011tAry ohould bo
followed.
10. Undorscoring
Undar300rin4; may be I/ HOU t?rt. e:aphneize or call Rttention
Viordm which aro to be differentiated from otuor toxt.
D. Rough Drafts
i(1
Rough drafts should be double spaced unitise otherwiso ifiod.
The words "Hough Draft"; tho capitalised initials of tho dictator;
followed by the initials of tho typist in small lottere; and the data
of preparation should bo typod in the upper right houd oornor of the
tire; pogo.
12. Copying
The word "Copy" should be written at the top center of tho
firat page of any manuscript that is olpied.
Men a letterhead in copied tha address should always be in
-
cluded.
To show that the original is aimed, "/s/1 skould be written
before a signature *len it is being copied.
Any initials should always be copied.
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25X1A CIN31?-rgrfill,F7r1;11M39911/19/96':19147
,kipiR$11,7910728R000100010001-2
25X1A
if part of the tux% unintentionally omitted in
the original, a short line should he mado beneath a apace to denote the
omission in the oopy. If a letter or figura is obviously wrong,
should be made beneath it. An entire word should not be underlined but
quention mark in parenthoeua ahould bu 1)4...Jed v.fter it told the (wont:ion
!nark underlined.
Punetuation should be ofyiod exaotly an it la written unless
there is an obvionn tyime;rophteql error.
An ititentionta omisaion Na %;0:71.0, sh010.6 uo 1.na4.oatoe by
three periods followed by nortaal punotuation, four periods Si' at
end of sontonoo.
t)103VAT4,,TrOn 1,1()2Af:DA. 1,1'12,111C3
06.101.??????????????????????...???...????????????????????????
1. 3tylo
Official correapondenee i'drepared within tho Contral T.ntellivneo
Grol-11), althouch varyint; in detail, will...`ollovr ono of two fkanderenttal
types, i.e., Ifetiorandura or hotter.
6. Memoranda
worm
Memorandum form is used .ror all eorrespondenou oetwuun
organinational units Auld field installations of tho tu0j to tho rrentdont
.tho "Oliitud3tatos Knd mo:abora of no 7,xooutivu iTtice of i:J?e 7`rool.dont;
and to the zeoVerratent depa.rtist:tnts, or of;riciale 4.:.i.oreof, that fire com-
ponents of' the NTA, i.o,, nr, lnvy and State ;.::sol't&rtmontn? The O'ner141
style of memoranda is illustrated in chibit lion. 2 end S.
b. Letters
Letter rani is used for correspondence from orficialn of
the (:-G to private persons end er6anixations, members of coni;roce and
to wsficiale of 4:,ove rnmen t departments and establini taunts other than
those entrweated above. 3ee i;xhibit 'tin. 1 for an illustration thereof.
Detailed instructions doverninv, the preparation or the two typos, of
oorrospondenee described above are set forth below.
that:
2. Paper
Correspondence is written on 8 x 10/ CIG letterhead oxoept
a. Standard Form NO. 84 Wein* Vemorandue is used for
memoranda between officials within CIO in rhshington.
b. Mere security or other considt.?Aons are such that
CIO letterhead or "Office Hasorandum" cannot be used,
plain bond 8 x 10i paper in used.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A "P4."71U. AlrinT;;711A7T1:;
'..Involopeo
Citi inter-effieo alien ouvolopes are unod ror trana10.1;%thi;
norroapontionoo between CT(1 o:?,Tioem In ''...nahinGton.
01.4 franked snyelopes aro used for routine correspondonou to
private persons and organisations in the United Itates re4iro no spouial
security uoustUorationa aro fl%volvod.
411ml apaoial anourity oonairlorotionn aro ii4volvod, pluln
onvaiopea are uand.
74110 nnvalopon aro tood whon.avor forwordin6 3):CTIT.
or TOP sty.:Joa auttorial outaithe To innor novolopo 0)10.1 he stamped
25X1A i at the oinanitiontion of Vln ,101.3t/111:110: 01%010110d. T, MAUI' OltV010p0 is
proporly acidro6.aed without any notation au to t?:.!..o elaosifiontion of its
conterits. (3oo Cormurticati onn, Trotruotior. !or
oom)loto reditnr, inatruotion.)
Tlio to:Piro:3o on onvolopcn n!soult.: bo n hloc rpm and ohould
oorronponci to tho nnido address nle pi.ysical position should ,ou the
fol 1 owe 3
To begin about 1/3 the lezit,?93 i7rom tho left edge and about
1/2 the dOpth from the top edge. .
Tf nii atto?-tion line is used nomiloriicettion, ft nhould
rano be ;mot! on .tmveiopo prortt;--ribly botiveotin t i404) tqld t2-.0 Lila-cot
rt(itirt)oo.
4. Number of Cepiaa
The mininurt number of copion required for correepondenco oin
out uf the en.; are:
1 original for dispatch
1 eolir for central necords
1 ooPY for Pilnt! of nriermting offue.
tl-e letter or mettorandwa is prepared for sioature of an
offioer outside the ori&inating offioo two additional copies should he
prepared as follows:
1 for files of signing official
1 for return t," oricinatint; c.ffioo with indication
of date and signature.
Additional copies for information or oourtesy purposes nay he
prepared aa required.
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25X1A
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Airum t 17P,111". Valt,11077(1t1:1
r Imo rauv-itt botquett offioie.ln wi thin the GTO, no noptoe ore
made for Contral 11,43orlu. ur.lonn oontein matter of oonninoroblo
lera.ortanoo r'Qf fl policy or iliutorionl viewpoint.
'inAe important thilki; to ratiimibor in tt tut) mertorfeletun or
lottor must look roll on tato paGo and that 4.,:tto riGht-hanti man;in Diunt
bo float and even and at leant one inon. 71,(4 left nargin anooln bee at
i(eafit (AA (And 4)1143-quartor inches &iiOio bottom ute.rgla zt 101144 t
inch.
(3.
rt?,0 farm for riato i ClIV ?ront /Car, a. n - 3 danuary 141411.
In A andaro 1.1Drm ,:omornndur4, tho do !o plaood opponito tLh "dAte"
Tin (3 10 they c'titti. &1 plaoofi, fibout Ott) :."rort
top of t.o papor ttnteev., no tni tu ao 4... LiirAt fella flun:?.wit',.,.
tho ri,?r.lek ra,irl ?
a lol;ter, tho date in nimilmrly plAood, 1.0? about two to
four apnoou below t140 lottorhona, the laut dii!;tt of tho yonr fallint;
at the riAt mar6in.
Tn castle whore the correleponelonoo iu siicao4 by otittr uw tho
oi'41cor, tho dato in loft b1a:01; an;;, is, inut;rtod by tho
et
7. P,ddresa or ;loading
In nainartgadtt, the words "Po." "From". and '?'SubJoot" appear nt
tho hoed of the memorandum..'110,)) the) lett mark;in and ooparntod
from ooh othor by a double apape. Tho appropriato infornation shoulti
bo .11.11od in opposite eac14 isead1n6. doeignatione follovein,s both?
tile "To" end "From" beadini;e aro by title, and whe.!: the /307:117rniultat
addressed to an official outside the Crt the name of tho at-puoy nhould
be added.
The "Subject" should be stated as eouoinoly as `,;;`Lo
first letters of all words in the subject, except articles, conjunctions
and prepositione, are oapitalired.
Por instructions rolatint; to memoranda written on blank or
lotterhead paper, see Szhibit No. 3.
In letters, the address is set up in blocktbrin and plauod
throe apnoea below the date flush with the left ratarerin. A &WAWA/ space,
separates the address from the salutation.
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11 S (: I, ()r)
1(',01111:1)1.N1
25X1A
qApprcixtd(ktarlipiTaiit.T219R14oNoilpfktrpipag.po728R000i 00010001 -2
Tlio form of Via addrese nbou:id onerally bo an fellows!
in limo Fume o; addrenson (prwooded or tollosod by .!ItI4'1.
2nd lino - ;troot addronn
find Moto
o pnnotuntion in planad at tk., ands of t6s linos
address unlesn ahbroviattens nro
If an attention linos I.11 unod in 4 letter, it nhouId bo contt)roll
on too po.,!,e botwoon tno floOroso Rnd t14) nalutatIon, sopart0-.)d fron !loch
of tono itofql by n Joublo 31,R(o.
:1OI x.ii';',0?I for '...flr,,Ar5 rultir.ton, r.ralitr.i;i ()I,
:unit-4%1%v claim?
4i..r0(t:"0r lCh title fol 10114 k nano ;A o ;nomad Gntt? noeor 1.no ruA
tUo otroot oudrons, city or'd atoto, on til3 :,%.1.1 ono
6. fmlutation
Ho salutatIon, al:,74.1nrs on not7ormn,:1a,
Ir letters, rosalutation in plaead to bo6in limsh with thtp
loft rlargin, tmco zintoos below 'tho no(tremn, and trio SPU0914 abovb tLo to7t.
7Mbit to. AO o r'() fl sfautftV,o.
O. Forme of Address,41utation 411OComp. 7-Dlontar7 Claim
. ,
maw ama.a*ma .40mo.
Tn "Parma" corrosponOnnao Corns oe nddrous, anlutntion
qnd eonTlimentary oloso an illuntratod in ixibjtro. 10 will ho unod.
Informal
In "informal" oorrenpondonoo the forms of addrosn, salutation
mnd complinentary clone aro largely R mattnr of personal proforma? end
good tact?) and there is no absolute or rIxod forn whi&I clan he sitmi us
boin cormet ,7-1 all inntanees.
The informal style o.0 address is similar to the .1srmal except
that honorary titles are nomotig;g?U7Uppod, or tbe namo of the in15.vi,duf%1
is usod instead of, or in addition to, his title.
Some or the at common typos of informal naiutationn aro an
follows: "Dear Yr. Doe," "?ear Hr.lnorotary," TA7,17.7.
"Dear General smith," etc.
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25X1 A C I G kAVPIONciyemlif swRpjgrontMQVR9/pfcailkkgpliglil -00728 R000100010001 -2
"Very truly yours, s' la the correct complimentary 010ao or
the r formal or in forma lettere. However,"rerincereTi yourer-or
"r:thoorely" may be used an a laore intimate form. "Respectfully" or
"ltespootfully yours" is used in writing to the President of the United
etates.
10. !Vetoing
Correspondence in generally single spewed eheept In very short
communteatieno ,4111.oh may bo &tub's npaced. Yaragraphs etre 'separated by
a double space, except that when the text in double spaced, the para-
graphs are separated by triple apneas.
eumnritnda to the President and itficiala of the 1:xoautive
Office of t),e2 : resident are double spaced.
Periods are followed by a double '..pace and other
ouch an comma, eamicolon, etc., by a single space.
11. Paragraph Indentatione
purtowetl.cm
In memoranda, paragraphs are numbered (eit3, the exception of
memoreutda to the President of the United States) and uniformly indented
five spaces. Sub-paragraphs are indented by placing the aymbol under
the first word of the text of the main parngruph, and bringing the margin
out to align with the number of the main paragraph. Succeeding sub-
paragrapb3 follow tho same procedure. The nequenco of aymboln o:' number-
ing is Arabic, alphabetical, Arabia in parentheses, alphabetical in
parentheses, Arabia underlined, etc.
Exemple
1.
..lanoeinel.1111??????????????
411111?11??????????????r.
Quotations and ?streets consisting of one or more pnragretpha
will be indented the liftiae as the preceding paragraph but will maintain
an even margin for the entire quotation.
In letters, paragraphing is the same as in memoranda, except
that the main paragraphs are not numbered.
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25X1A
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(*Tr.; AIPINT3THATIV!.; TY:;TPUCTIOrli
12. Seeend and z;ucceeding Varies
Tho second (O (1 nueceeding peon are prepared on p1 n' bond paper
and confor., to till') first page insofar an margins end paraizaphs are con-
oorned.
The top tiargin is lk inchea.
The number of the page in centered 3/4 inches (about 4 spaces)
from the top of to pnGe and elbow: inch above the text.
The last Imp should contain nt lenot two linos of tho body of
tho letter.
13. Complimentary Clone
41??????????????=MOOMMIO????????????????????????????
In memoranda there is no complimentary close.
In letters the complimentary close in usually a simple "{Tory
truly yours" except where otherwise required. (See 7,x)?1bit No, 1.) It
is separated fron the body of th latter by a double :Apace) runt begins at
about the center of the paws.
Signature
In a mcnorandun the typed 73igneture is placed about four npaceo
below t%le text and alihtly to tho rti;ht of tho center of tho pair. The
name is typed in all UPS a,;(1 to title, w.!ic: appears below nano,
:in snail letters initial caps.
In a letter the slatature is sirallarly placed, except timt it
appears our spaces below the complimentary close.
16. !':nclosures
A statement of the number of enclosures is placed at the loft
margin on the same line as the first line of the typed signature and a
listing of the enclosures should follow, beginninc, on the not line and
indented two spaces. (Sue Kxhibit ilo.
16. Accompaniments under leparate Cover
Material sent under separate cover in enumerated at the end of
the communication in the same manner as enclosures and listed as e'llader
,leparate Cover."
The envelope containing the material sent under separate cover
should have a reference to the letter by date and/or other identifyinr,
symbol where security will permit.
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25X1A
STATSPEC
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CIO '.!ADIJAI, OF AJVItIT.:11Titivirrin IN3T110CTI0/13
17. Identification Symbols
Identifiontion symbols usually ?moist of the initialu of the
dictator, that of the stenographer, and any code symbols an may be re-
quired to identify the (Moe originating the correspondence. They
should be placed two spaces bolo,' the listing of enclosures on copies
dintributed within CYO only. The initials of the dictator and 'stenogra-
pher should always be used. Code symboln representing MI Offices ruty
be used when desired but must be used when the correspondence in directed
to the Director, Deputy Director or Executive Director or when the
correspondence is for simsture by any of thee? three officers. (co
Exhibit No. 1.)
A lint of the ansigned code's follows:
AC - Advisory Council
AED ? Moistens": Executive Director
- Director of Central Intelligence
? Deputy Director
ED ? Executive Director
PA - Executive for personnel and Adminintratton
? Secretary, NIA
- Interdepartmental Coordinating und Planning Staff
050 - Office of Special Operations
ORE - Office of Reports and Estimates
OCD ? Office of Collection and Dissersinetion
00 - Office of Operation's
00/C - Contact Branch, Office of Operations
0 D ocumen a rano 1, 0 cc o Opera ons
18. Distribution of Copies
A listing of the distribution of tho copies in the last item on
a oommunicaticm. The listing of the copies appears in the lower left
hand corner on all copies for distribution within the Agency end a chock
mark should be placed next to the particular destination on each copy.
19. Arrangement
4.111011..
Correspondence when ready for signature is rranged as follows:
a. The outgoing correspondence, with all enolonures securely
fastened together, is on top of the file. Correspondence
will not be stapled.
b. material for distribution is placed underneath the outgoinG
material about one-half inch to the right; each separate
destination is indicated by shifting?Mr material therefor
s. further half-inch to the right.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
CIO "Al! UAL OF Alt SIM 3TRATTY11 I1 ITRUCTION8
o. Incoming material or other pertinent material in pinood
in the same manner to the left and a tab or buck slip
plaeed thereon for the destination of each item.
L. If envelopes are provided, they should be placed flunh
with the outgoing material with the flap on top of the
material on the left edge.
e. A plain white tissue (or Control Sheet for Top Secret
material) should cover the entire file which should be
held tocether with n elip or clips.
1111 PREPARATION f.',F TELEGRAvS AND CABLES
Telegrams and coded moosaces will be prepared by tho originating
offioo on Form $5-7 "Outgoing Claasified Message" in an original only,
which uhall be prepared and routed as indicated in paragraph 8 below.
(see also T;xhibit No. 4.)
2. pate
The date will be "noorted in the block entitled "eater on Form
36-7 by the originating office at the tine of preparation.
3. prom
The name of the ori4nating office or staff neetion will be
inserted on Form 35-7 in the box marked "From."
4. Address
Tie complete name, title and address or the exact cable or code
address of the person towhee tho message is being sant will be inserted
in the box me.rked "Transmit To:" on rlurm 35-7.
6. Text
The text of the message will begin about two typewriter spaces
below the double line on Form 35-7; will be blocked with margins It
inches on the left and one inch on the eielt. The message will be in
ALL CAPS and double spaced. Actual punctuation marks will be used in
preference to writing out words such as "stop," "period," "comma," etc.
G. Signatures
Form 35-7 will be manually signed by the Originating Officer(s),
Coordinating officer(s), and/Or Authenticating Officer(s) directly above
their titles at the bottom of the form.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A 01(1 *!AtIllAla OF AIVINTSTHATIvn rturittionom
25X1A
7. Claosification
Telugrama will bu soot in plain tut only, ato nu faoilities
oxiut for sanding ciasnifiod tolograms over commercial linos.
coded mammon will be claneifiud in accordance with the
aecurity of their contonto anci tho clausification will bo atarapod on
Form 35-7 at tho top and botton in the boxea provided for that purpouo.
6. flouting
After the neoeesary coordination and authentication hes been
secured, the meseago will be routed directly to tho Signal Centers
Communications Diviaion for 411111)n WI ?
The rigial Center, after dispatching the messago, will forsarci
a confirmation copy or the cleanup to official oonoerned on Form 35-6.
9. Collect Telegrams;
Only plain text domestic telograns may be (sent "C(.,IrECT." To
indicate that the tologrexa in to be sent collect, the words osinn)
couraren will be typod two apaoeu above tho siouture of tho Originating
Officer on Form 35-7.
10. Preoedonce
nes.40????????????????????????6???
On coded tieeneGon Via appropriate block will be checked to
indicate whether the rummage in to be sent "Itoutino," "Priority,"
"Operational Priority," or "Urgent." Tho prooedrinco will not bo indicated
on telegrams.
PIIMPARA'rtON OF OFFICIAL PAPERS
1. Typou of Official Papore
a. Certain routine and periodic reports prepared by the CIG
for general attribution will take varying forme depanding on the
particular reporting needs. Similarly, intenial administrative reports
and internal directivoo of the al will take specific forsiu varying
according to the purpose of tho dooument. The following instructions
apply to the types of official papers, an hinted below, whioh rtru to be
formally presented to or beforo committeon and to officials of other
agenoies.
(1) MInutes consist of the official records of proceedings
of meeting. of the Tait. CIO, IA13, official committees boards, Into. (See
Exhibit No. 5.)
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C.IMP?r?tr 11For),I,e)rs17 2??Pin?,.?,.:F,I7Arrii-8,97,28R000100010001-2
(0 A6un3a conalst of a list of items to be brought up for
dimoueeion at mee.ei5 of tho CIO, TAH, official oewmitteea, boards
oto. (See Uhibit No. (3.)
(3) Verbatim transcripts consist ul' official raeordinge of
conversationn at meetings. (Joe arnit No. 7.)
(4) !lumbered Papere (coo Exhibit Plea 0.)
(6) Directivea (See ixhibit No. P.)
b. The exhibits mentioned above illustrate the etyle and rormat
to bo followed in preparing each of the above typos of official wen.
2. Attachments to Official Papers
A document accompanying hn official paper will be tormod KM
"Enclosure." If there is more than one uneleeure, the terms Enclonurs
"A," inolosure "B," etc.. will be used. Material that in to be enclosed
in an Enolonure in labeled "Appendix" and, similarly, material enclosed
in an appendix is titled "Annex," aria ah enclosure to an Annex in a
"Tab." All references to attachments should appear in the text of the
main paper. Attachment!' will follow the name general format an the
official paper to which they are attached.
3. Pineal i-reparation
Tho Secretary, S.I.A. will put into final fern, without ohanding
the text unless authorized by the originator, all papers prepared or
conaideration by the UIA or IAD.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Exhibit No. 1
CENTRAL INTELLIGENCE GROUP
2430 SI REET NW.
WASHINGTON 25, D. C.
1 September 1948
William W. Williams
78 /ark Street
Richmond, Virginia
Dear Mr. Williams:
General or routine letters to private persons, organisations,
or similar destinations should be written on CIO letterhead, 8 x 10i,
in an original and minimum of 2 copies, plus any other copies required
in a particular instance. The margins should be set to give the letter
a "framed ploture? appearance, generally 1* inches on the left and at
least 1 inch on the right and bottom. The text should be single spaced
except in very short letters where double spacing may be used.
The date is placed, as shown above, about 4 spaces below the
letterhead and ending at the right margin. The inside address appears
3 spaces below the date and the salutation 2 spaces below the address.
Paragraphs are separated by a double space and the first line of
each paragraph is indented 6 spaces. The complimentary close appears
2 spaces below the last line of the letter starting in the center of
the paper and the typed signature is placed 4 spaces down' the name is
Shown in all caps and is centered with respect to the complimentary
close, as is also the title which in indiJated in small letters.
Enclosures, initials, and distribution of copies follow the form
shown below.
Enclosures' 3
1. xxxxxx
2. xxxxxx
3. xxxxxx
(PAs ABC/iyx
TYPED Ot
COPIES ONVf-, (c.c.s 1 - 1144 Baith - file
1 Central Records
( i- Kr. Jones - file
Very truly yours.
JOHN BA/TS
Chief, Personnel Division
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STANOAND PONM NO, 04
EXILibi
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Office Memorandum ? UNITED STATES GOVERNMENT
To : Chief, Communications Division DATE: 1 September 1946
FROM : Chief, Procedures Unit
SU13JECT: Format for Memoranda
1. Where Standard Form Gil is used, the format presented here-
in should be follrmed. The date, titles, and subject are inserted
in the spaces provided.
2. Please note that the paragraphs are numbered. When sub-
paragraphs are necessary, the indentations illustrated below are
followed*
mat
No.
a. The symbol is placea to align with the first word of
the text of the main paragraph, and the next line is brought
out flush with the symbol of said paragraph.
(1) Any further indentation follows the same principle.
Please note the sequence of symbols. 1, a, (1), (a),. 1,
a, etc.
!Mime
3. The remainder of the memorandum follows exactly the same for-
as a letter except that no complimentary close appears. See Exhibit
1 for illustration of Initials, Enclosures and Distribution.
JOHN SMITH
Chief, Procedures unit
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2 Exhibit No. 3
CENTRAL INTELLIGENCE GROUP
2430 I STRCCT NW.
WASHINGTON 25, D. C.
1 September 1946
MEMORANDIV FOR: CHIEF, COMMUNICATIVS SECTION
DEPARTMENT OF STATE
SUBJECT: Correspondence Procedures
1. When plain paper or letterhead is used in preparin4 a memo-
randum, the date is placed one inch from the top or the last line of
the heading respectively, the last digit aligning with the right margin.
The heading MEMORANDUM FOR: is placed at the left margin about three
spaces below the date. A double space is left for the subject which
is written directly under the title of the addressee in small letters
with initial caps.
2. The body of the text should begin about 4 spaces below the
heading, and as in other types of correspondence, pingle spacing is
generally used. However, to give the paper a more balanced appearance,
double spacing may be used when the text is unusually short as in this
illustration.
3. With the exceptions mentioned above, this type of memorandum
follows the same outline as shown in Ethibit No. 2.
JON MUTH
Chief, signal Center
Central Intelligence Group
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Approved ForRelease0691:616Wroat-NIE-VMOE010001000f4iihit N .
o 4
PAGE NO,
CENTRAL INTELLIGENCE GROUP
DATE! 1 SE'PTEMBER 1946
FROM: SUPPLY SECTIoN
TRANSMIT
TO: Jon JONES
21 MAIN STREET
nElv YORK CITY, Imm 'tom(
ROUTINE
PRIORITY
OPERATIONAL PRIORITY
URGENT
PLAIN TEXT
(CLASSIFICATION)
TYPE IN CAPITAL LETTERS, DOUBLE SPACED
TELEGRAM
SHIP TWO DESKS, FOUR STENO CHAIRS, THREE FILE CABINETS, SIX EXECUTIVE
CHAIRS. RUSH. GBL FOLLOWS.
JAMES SIVITE
CENTRAL INTELLIGENCE GROUP
/s/ James Smith /s/ John Doe
JAMES SMITH JOT N DOE
ORIGINATING OFFICER(S)
FORM NO.
OCT 194635-7
COORDINATING OFFICER(S) AUTHENTICATING OFFICER(S)
CLASSIFICATION
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(1343)
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Ulkibit 6-a
CONFIDMITTAL
T.A.B. 100th klaating
CENTRAL IIITHLLI(1101Cn nom
INTELLIMITICK ADVISORY BOARD
25X1A Minutes of Mooting held in Room 6132
on Money, .
'TF, 1R PRESENT
ALSO PRES TIT T
sECIIRTARIAT
CONFIDENTIAL
IAB 100th Meeting
Note: Actual Giza of papor
81 x 14
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
loo,toit no. 6-b
coot valMITIAL
1. :mar!' n1.111,111CT OR TITLE oF '/IRST PAPTIR DISCUSSED
In reply to a question by colonel Blank, Mr. R01; said that
XXXX XX X XX X.70C XX XX X X XX.X X XXX XXX XX X X X XXXX X XXXXX XXXX XX XX XXXX XXXXXXX XX XX X
Mr. WILLIA!!5 said that r. ;oe haci :landled the 'matters. XX
XXXXX.XXXXXXXXXXXXXXXX2OCXXXXXX7OCXXXXXXXXXXXXXXXXXXXXXXXXXXXJC XXX X X X XXX
LITIIITINAPIT ITT LLINS said that xxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxx X X XVC X XXXJC XX =XXX XXX XXX XX X.10C XX)OCX X XX X XXXXXXX XXX X XXXX XXX
THI.1 ADliTSORY BOARD I -
Agreed that xxxxxxxxxxxxxxxx:cxxxxxxxxxxxxx.xxxxxxxxxxxxxxxxx
XXXX X XX XXX X XXXXXJCXX X X XX X XX X XXX XXXXXX X XXXXX X X XX X XX XXX X XXX XXX
2. SNCOND SUBJECT oR TIT173 SKCOVD SERT1P.:1 OF 1)/tPER1 DTSCIISSED
Mr. WILLIAMS said that X4XXXXXXXX=XXXX XX XX XXX X XXX X XXXX
X XXXXX.X.XXXXXXX XXXXXX XX XXXXXXXXXXXXXXX)OCX XX70:XXXXXX X XXXXXXXXXX XX7OCXXXX
Mr. RICHARDS concurred.
After further discussion,
INTELLIGUICE ADVISORY BOARDt
Agreed:
a. That XXX X1XXXXXX7CCX XXXXX XXXXXXXXXXXX X=OCXXXXX =CI XXXXXXX
XXXIOLICXXXX2OCXXXXXXXX)COOCOCCXXXXXXXXXXICXXXICCXX7CXXAXXX=XX
( 1 ) XXXXXXXXXXXXXXXXXXXXXXX XXXICXXXXIOWOCXXXX.XXXXXXXX XXX
X ,rILVM:XXIMCXXXXXXXXXXXXXXXXX:CX-
(a) XX=DOOOCXXXXX3C0000( XXX XX XX X XXXXXXXX=C=
XXX.1CCCCXXXXYZXX2OCX7OCXXXX.XXX.XXXXXXXXXX.X.XXXX
(b)
0..0 010 ? 00
00 ? ? 00
Note: ALL CAPS are used for speakers' nautes.
Text is single spaced.
Double space for paragraphs.
Triple space for subjects.
X2CXXXX)CXXXX XX .
Note: Actual size
of paper
x 14
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25X1A
25X1A
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CONFImartIAL 1XLLb&t 6
'A.D. 100th Mesta%
CITRAL INTELLTOMICE GROUP
TNTELLIOMICE AIMISORY BOARD
AG:INDA
For tho :!o?sting o bo held in Room 5136
on a1ondi. 10 116.atI48O
............?????????????????????????????????????????
1. SUBJr.CT OF FIRST FAPIM TO BL CONSIDIMED
(References)
Commit s
2. SUBJECT OF SECOID PAPER TO HI,: CONSTDEItED
?????????????
( efer eimmosobo.???????
Rencee)
Coments
3. SUBJECT OF TRIM) PAPER TO BE CONSIDERED
(Aeferenoosi
Comnento
CONFIDMITIAL
Actin; 3ccretary, N.I.A.
Note: Actual also of paper
x 14
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25X1A
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2ExLim t re). 7_4
CON VT MN Ti: At.
CIVIA13 25th WeetinK
1 April 1940
TNT ADVTSORY 11nAllD
Transcript of treating held in Room 100
IAIDERS PREVENT
Colonel Wi 1 I i am Black, USA
r. chard Roe
Mr. John Doe
At,so rusENT
Lieutenant Henry Gray. USN Mr. Dick Richards
gr. William Williams ?fr. lob Bobbins
SECRETARY
Mr. John Brown
ffotes AotUal !dam of
paper-S x 14
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001,-y2,41it t. 7-b
COV:PIDICETTAL
(The raserlint; convened sit 12;v1)
DOE: Xxxxxxxxxxxxxxx X XXX X xxxxxxxxxxxxxxx X.X.XX7XXXXX7CX XXXXX X XX X X=
XXXI.XXXXXXXXXXX X XX XXXXXXXXX,.. X XX Y. XXXX X XXX XA XXX.XX X. XX XX X XXXXX7r:XXXXXX:::: XXX .
BLACK: Xxxxxxxxxxxxxxxxx:Ixxxxlcxxxxxxxxxxxxxxxxxxxxxxxxx.
GRAY: XxxxxxXXXXxxx.xxxxxxxxxxxxxxxxxxxxxxxxxxx)ocxxxxxxxxxxxxxxx.x
xxxxxxx X XXXX XXX X XX XXXJCX X.XXXX XXX X XX XXXXXXXXXXX=1 xxxxxxx.
(Discussion off the re:cord)
DOE: Xxxxxmcxxxxxx)axxxxxxx xmorxxxxxxxxxxxxxxxxxxxxx)rxxxxxxxxxxx
XXXXXXXXXXXXX X XXXX XXXX XIOCXX XXX XXXXXXXXXXX X XX XX XX XX XX XXXX XX.
(The meotint; tedjourned at O130)
Note: Actual size, of
paper?A x 14
Note' All speakers? titles are omitted in the interest of facility in
transcription.
The entire transcript is double spaced.
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25X1A
25X1A
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r(Tvt:!!:11.7111.,
1 rebruary 1946
Criiri1RAT, : (;iti (;}4i)111)
???????????????????????????? 4Illy??????I??????????l?.?????????????????
Trnr. 0'; ME palm
Nofarance z
Noto by Dirootor of Central Inte1:154;mo?
Exhibit Ho. 8-a
1. Xxxxxxlocxxxxxxxxxxx3oacxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx=xxxx=x
xxxxxxxxxxxxxxxxxxxxxxmcxxxxxxxxlccxxxx xxx XX .
a. Xxxxxxxxxxxxxxx.txxxxx :xxxxxxracxxxxxxsocxxxxxx.xxxxxxxxxxxxx
xxxx:,x.xxxxyaxx.xoc.xxxiocxlcxxxxxxxxxx-xxxxx-xxxxxxxx x.x ?
b. Xxxxxxxxxxxxxxmcxxxxxxxxxxxx:.x .000CXXXXXXX.ICXXXXXXXXXXXXXXX
XxXXXXX.7LTXX)OCXXXXXXXXXXXXXXXXXX.X=XXXXXX,X.XXXX:CCXXXXXX .
2. Xxxxxx=cxxxxxxxxxxxxxaorxxxx:cc.xxxxxxxxxxxxxxxxxxxxxxx;ccxxxxxx
XXXX.11:200000LICXXXXXXXXXXXXXYJC.XXXXXXXXXXXXX.
Note: Actual size or
paper-tit x 14
MIER DOE
SECRETARY
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25X1A
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Exhibit No. 0-b
ENCLOSURE "A"
T!!1-!: .1771.1.; Or T.F.
1. XXXXXXXXXXXXXXxXxXXXXXXXXxXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
X XXXXXXXX XXXXXXXXXXXXXXXXXXX7?XM XX XXX X X XX X X N.X XXX7CX XXXX X
2. Paragraph hooding
n. Xxxxx:',7,N XX X X2.1 XX=XXXXXXXXXXXXX:.:XXXXxxxxxxxxxxxxxxxxxxxxx
XXXXXXXXXX=XXXXXXXXXX7XXXXXXXXXXXXXXXXXX:IMUXXXXX.
b. :A: X7'.Z VX:XXXXXXXXX XXXX X XXXXXX:e. XY. XX XXXXXX-X XXXXX XXXXXXXXX
Note: Actual size of paper
8u x 14
Note: The enclosure, appendix, annex, or tab designation is
'mitten in the lower ri6ht-han4 corner of the page, on
the same line as tho page number.
. 1 - Enclosure "A"
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25X1A
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10d.11,1.,:, 116. fl
C;ITIDIN4TIAL
NIA DIR.
1 March 194a
ger. -71AL 7-rNLLII1Tc% AT:.!:;;;ITY
:YrTZT3C'ZIV7c:
717.TIA3 OP V:1; DIRECTIVE
Reference: CIE.] er:to ran run.ry 1946
Note by the Secretary
Xxxxxxxvoccxxxxx.:cxx; x=7.x.pcxxxxxxxxxxxxxxxxxxxx.lot.=.47.3c;:xxx:;xxxx,-;xx
30:xxxxxxxxxxxxxxxxxxxxxxxxx.loomaxxxxxxmocxx.xxxxxxxxxxxxxxxxxxxxxxxx=c
xxxxxxxxxxxxx,rcxxxxxx--txxx:ncxxx.xx !XXX X XX XXY: X :TX XX. X X X:ct.):. X XX XX): XX
Notes Actual sire of
papor-81 x 14
AcntrO SECRETARY, TT.T.A.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Exhibit r,o. 10-0.
ADDRESSEE LETTER ADDRRSS
5ALUTATIO11 Aim Cli)SE
The President
The President
TYe thite trouno
Dear 1.T r. ,-rosident
Respeotfuny yours,
Socretary to
the President
The Honorable (full narrs3) Dour sir:
Secretary to the
President
The White l'ouso
Very truly yours;,
Secretary to
tho President
with $ilita.ry
Rank
Major General (full name) Dear Sir:
;;ecrotary to the
President
The ?Thito House
Very truly yours,
Vembers of the
Cabinet
Tho Honorsblo
Tho Secretary
of 3tute
Dear ;31r:
Very truly yours,
*VP
Post Office
Department
The Honorable
The Postmaster
General
Dmar Sir:
Vary truly yours,
Department of
Justice
The !ionorable
The Attorney
General
Deur Sir:
Very truly yours?
???????????????????
President of the The honorable (full name) Dear Sir:
Senate President of the
Senate
alliedwe
Very truly yours,
Committee
Chairman
United States
Senate
The Honorable (full name) Dear Sir:
Chairman, Committee
on (name)
United Staten Senate
Very truly yours,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
E;etibit Yo. lo-L,
aonator
A7011:38
HALUTATTO!' AU!' C1,0811,
Tho itonorable (full nRma) Dear Sir:
United 3t8ten 3unate
Irery truly yulArr?
speaker of the
rollgo or Repro-
nontativen
The Honorable (run. name)
,Toaker of t).::
of
itopretiontlitivea
Committee
Chairman
louoe of Repro-
nemtnitves
??????????????????????????
Dear 31r3
Very truly yours,
The Honorable (full name)
Chairman, committee on
(name)
rfoueo of Representatives
Dear jr:S
Very truly yours,
Representatives
Thu Konorable full name)
House of Representatives
Dear Si ra
Very truly yours,
read of indepen-
dent Office
01......????4??
Tho Honorable (full name)
Administrator,
psederel seourityAgenoy
Dear Sir:
Very truly yours,
Fond or aLonoy
subordinate to de-
partment or inde-
pendent office
representative
The lionorable (full name)
Governor, 7r, rrn credit Ad-
mini stration
Department of Agriculture
Dear Sir&
Very truly yours,
The 7ublic Printer The Public Printer
Government '1.-inting Office
Dear Sir:
Very truly yours,
Director of the
Bureau of the
Budget
The Director
Bureau or the Budget
Dear Sir:
Very truly yours,
The Comptroller
G4neral
The Comptroller General
of the United states
Dear Sir:
Vary truly yours,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
11 Tycl. 10.0
Almrilssrr,
Arag;rns n(..r,uvAl-ror A7n1 CI.1)81:
President of a
board
???????????????????????????????????????
mo????????*???
The ii onore,hle (full name) Deer Sir:
nresident
Board of Comlinsionern Very truly yours,
of the Diatriot of
Columbia
!'resident o tt
?omission
The Presidont o:" the Dear Sir:
%it'd ateit Civil
lerviee Cor, anion Very truly yours,
40.1..01?????????????=????????????????????????=???????
Cairvztr of. a
Ii c" rtt
Thu Cheirmin of the
Pitilrotol Rftti roman t
Renrd
Chairman of a
comaiasion
Dear 31 r:
Vorj truly yours,
..........M.?????????????????????????01.....0.??????????????...?????????????????
The Chai mut of the
Interetato Conmerce
corimi salmi
Dear Fir:
Very truly yours,
The Chief Justice The chief Justice Dear Sir:
The 3upremo Court
Very truly youres
,?11.? ........11.1101.1????????10-0????
Justice or the Ilr. Justice (full name) Dear Sir:
Supreme Court To Suprema Court
Very truly yours,
(feverner of state ne Lonorable
TIle Governor of (State)
(city, "tate)
Dear sir:
Very trul:r yours,
???????.????11?11.1???=11???
MaYor The honorable (full name) Doar Si r
!,1 sw-or of the City of Mame)
(City, Itate) Very truly yours,
???????????????????
Mother superior mother Superior
of a parochial (order if used)
school (Institution)
(Street address)
(city, State)
?????????????????.../.../????????=.0..../....???????????????
Dear Mother superior:
Very truly yours,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
14). 10-d
NOVIMPIONWAINI,???????? 4.? .1.11
000 tor, president
of a nolleGe or
university
LnTTnn DInC,o0
V1111 Wu), :)e4roe
Presideut
( Tnsti tu ti un
(Street address)
(city, qtate')
ftnn n eohnol
4111111.1.1.???????????.11. All???????? ?????1110.1.0.4,10.
nertn 3. 'mon)
Sol loo 1 -I? (muse)
T),". 17n i rot ty
(nano)
(Cij, :Mate)
.0.10.111.....???????=?101.111?? .1111M01.1111.11100000.11.0.
rrOfOSOOr
!iilLUTA? AU Glint
Jftar art
%Tory truly yourn
.11.1.11???????????01.111....M.
Near :brim ournuria)
Very truly yours,
Full nrane Ncroo
(flwan of school)
(Street address)
(city, 3tate)
0111???????=0??????????????????=1????????????????????????????????????????????????????????????????????????*????????????????./
pitynici an
Full name, ?!
(Street addroaa)
(city, (.1i:nte
')ottr
Vary truly yourn,
Dear sir:
Ver./ truly you r?,
Lawyer
(pull name); Esquire
(trerst A (itire
(City, rt-n.tri`
Deer 31r:
Very truly young,
other civilians
r. (full muse)
Mrs. (full name)
(or) miss (full name)
(or) rosins. (run name)
(or) resdanla (full names)
(or) Ilium's (full names)
(Street address)
(city, t'tate)
(or)
(or)
(or)
(or)
Dear lir:
Dear "Ann:
Dear atint2:
Doar Sirn:
Den- " oadano :
Deur 1- n dam n
Very truly yours,
To a Corporation
Name or Company
Incorporated
(Local address)
Dear Sirs:
Very truly yours,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
I: 1:,,.
y?vy, y
a. a lielk
A% ArAriOan
AtibadhalOr
-3114 ii010),"01#1
Agit) r ua14 ltilbILS suitor
.j" AU.) I" Jr1V
31r:
?j 1U1
An araartuan Full Nene, Raquire
col).6?1 7onnral, Anorlonlo connui
Cilsul or 7too Gonoral
consul -nnoo
To the Librnrisn
41.11. 10...11. ar?????
Bear Sir:
Var.; tray
Tho Libreria:A of Dear Sirs
(1,ont:riss conr?ran;::
To n aeneral
or tho Army
?????..111.?
Irsry truly yours,
Full ialr40,
Ciouorm1 of ':;i111 Amy
fl?:* Oapartaollt
;;tr:
',fury !;ruly yourn,
"er)nfl idmtral
*I MO .....11????????????
C o ic rnrdinni.
kik:arca (full num0) 11?3.A.
Chief or ravol ;:perations
:::topetxtrIont, or the navy
t 1;i,,minoncto Joiin
f!ar4ival
Arohblal:op of Neu York
Dear
r*ery truly yo72ra,
'(our Mine:Loos
Ke ti ot,11. tn. y yours ,
Catholio
The `.cost Reverend John Doe Roveront Sir:
A rehbQp of Baltimore
Respootrully yours,
cetholio Bishop The Vast Reverend John Doe Yost Reverend sir:
Bishop of oaormento
yours,
I:Athol/a
Vcrnsignor
(higher rank than
balm)
The Richt Reverend
Vonsignor John Doe
??????=1.110?1????????
Dear onsirpor:
Respectfully yours,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
RESTRICI,
rAhibit No. 10-f
ADORE:1310E LETTER ADDRi?Itt; SALUTATI0N AND CLORE
Catholic) Monsignor The Very Reverend Deer "Aonsignor:
Monsipor John Ime
41??????????????????????.?.....???????????????????????.......
Catholic Priest
The Reverend John Doe
(chureh)
(city, state)
Respectfully yours.
Dear Reverend Nir:
Very truly yours,
Protestant
Epiecopal Dnan
The Very Reverend John Doe
Dean of ffanhington
Cathedral
Very Reverend Sirs
Very truly yourn,
kf.ethodist Bishop The Very Reverond John Doe
Methodist Bishop
Very Reverend Sir:
Respectfully yours,
Other clergymen
The Reverend John Doe, or
The Reverend John Doe,
D.D. (if entitled to a
degree)
Reverend Sir:
Very truly yours,
Jewish Rabbi
Rabbi John Doc, or
The Reverend John Doe
Looal address
Dear sir:
Very truly yours,
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25X1A
25X1A
25X1A
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CXO 'MANUAL Or ADICINISTTIATIVR iii8IWICTX0118
COW UNICATION8
ONIMAL
1. Purpose
The general purpose of thin instruotion is to acquaint the
personnel of CIO with the various types of service provided by the
Central Records Section, Servioes Division, and to set forth prooeduros
governing the routing, handling, and filing of offioial CIO documents
by Office and Staff Section personnel.
2. Organisation and Functions
a. The Central Records section, nervioes Division, Adminis-
tration and Management Branch, is responsible fors
(1) Establishing and operating A oentral mail room And
messenger and courier system for routing oommunioations within, into,
Or Out of the Agency.
(2) The maintaining or records and the establishment of
controls on all incoming and outgoing documents.
b. The following organisational unite have been established
under Central Records seotion to accomplish the funotiann enunerated
above. t
(1) Central Mail Unit
(2) Distribution Unit (including Central Files)
(3) Information Distribution Unit
(4) Bpeoial Distribution Unit
3. Terminology
The following definitions, while not necessarily complete from
a technical point of view, explain the meanings of certain terms as
they are used in this instruction:
a. Document: any official paper, correspondence, pamphlet,
book, publication, writing, or other instrument, whether olassified or
unclassified, which conveys information.
b. Classified Documents any document which requires security
grading, i.e.. TOffftRET, SECRET, compErTIAL. or Restricted, to
25X1A indicate the degree of precaution necessary for its safeguarding. The
olassifioation is determined in accordWnee with the standards outlined
in Soeurity Administrative, Instruction
rlflokfrinri-r.
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25X1A
25X1A
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CIO MANUAL 0? ALTA 1111111.TIOTYK 7:1431110raibl1N
o. Registered Dooumant: a TOP 3ECTITM. SHCRHT, or colOPTDMITIAL
document, or a gestriaea cryptographic document or device, oarrying a
register number, a short title, and instructions to account for it
periodically. (A registered document is not to be confused with a
classified document to ehich, for adminictrative reasons, a number or
short title is aosigmed for bookkeeping or reference purpose only.)
In the absence of the required markings, an enumerated above, documenta
will not be reported upon. Documente will he registered only when it
in essential for the issuing authority to control diatribution and
maintain a record of the custody of all oopies. (Officers authorised
to originate and/or issue TOP 3HCRHT, SKIMI, or comanxtraa documents,
and Restricted oryptographio documents, will designate as "registered"
only gush documents as they doom necessary in the interest of national
seouritY0
d. Intelligeuce Informations "raw" information received from
collecting agenoies which has not bean evaluated by the Office of' Reports
and Estimates, CTO.
a. Intelligence material intelligence documents dtcI have
been fully evaluafed Ihe 6ftioe of Reports and Ratinates, CIO, and
are published for CIO.
f. Depository: the filo to which a document, atter having been
used and/or acted upon, is sent for permanent retention, or where excess
copies of intelligence documents ere stored.
G. Messenger : a person who is assigned the duty of tranwaittint;
d.ocnusents tassel/1.d up through SnCRET within a building occupied by CIO.
h. Courier: a person who is ripely:led the duty of transmitting
documents olassafted up through SFCRES between buildings of CIO and
between crG and other government agencies.
i. TOP SECRET Courier: an officer or specifically designated
civilian mho has been authorised to transai TOP SECRET documents within
and between buildings cora(/' and between oro and an outside agency.
orricia. DEPOSITORIES FOR comuncATxous
1. Oenern3.
a. The central Records section, Services Division, designates
official depositories for all administrative documents except cables,
cryptographic documents and devices.
b. The Office of Reports and Estimates designates official
depositories for all intelligence documents.
CONt-iik.NTIAL
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25X1A CIO MANUAL OF ALMINISTRATM ISSTRUCTIONS
2. lamilLoalcntiltelli hmc_)...__ Documents
The offioial depository for all intelligence doeuments will be
the Rsfersuoe Branch of the office of Reports end sstimates.
3. Depository for Administrative Documents
Central Files, Distribution Unit, Central leoords section,
Services Division, and/or Office or Staff 'Sesame Canters will be the
official depositories for all tocoming and outgoing administrative
dm:merits other than those classified TOP SECRET which will be
deposited in the Special Distribution Unit, central Records section.
4. Depository for Extra Copies of intelligenoe Documents
Surplus copies of CIO-produced intelligence deouments classified
SECRET or below will be stored in the reformation Dirtribution Unit,
Central Reoords Section. Intelligence documents classified TOP SECRET
will be stored in the special Distribution Unit.
5. Depository for :nactive Files
a. Any Office or Staff section having documents on file which
are inactive or of no further value in oonneetion with current opera-
tions will report the feet to:
(1) Reference Branch. ORE, if the documents are
intelligence matter of any security classifioation.
(2) central Files, Distribution Unit, central Records
section, if the documents are administrative matter classified below
TOP SWIM.
(3) Information Distribution Unit, Central Records
Seetion. If the documents are-edisAmeir-or surplus copies
of CIO-produced intelligence classifiedes4TOP SECRET.
(4) Special Distribution Unit. Central Records section,
if the documents are administrative twitter or surplus copies or CIO-
produced intelligence classified TOP SECRET.
b. When notified of an inaotive file, the appropriate branch
or unit will send a representative to surrey material and arrange for
25X1A proper disposition and storage.
USE OF CIO INTER-OFF/CE CF.AIN
04
ORE
1. General
..?1:
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25X1A CTG VANUA!, OF AINTHISTRATIVE
a. when Used
Offices of CIG will use the ?trivial cro inter-offiee chain
envelop* for the transmittal of doouments below TOP SBCRET in olassifioa-
tion traveling within the 010 Messenger and Courier System to other
offices of Gm under no circumstances will the envelope be used for
the transmittal of TOP SECRET documents. Doauments will not be trans-
mitted outside C/O in the intor-office chain envelope.
b. Stec:kin& of Inter-Office Chain nnvelope
Each Office Mosnane conter as well as piok-up and delivery
points within Offices will, upon requeat to Central Records Section,
Services Division, be furnished with a supply of inter-office chain
envelopes.
c. Delivery of nail
All mail delivered by a Messenger or Reviler Courier to an
Offico Mennen. center or a pick-up and delivery point within an Office
will be contained in CIO intor-office ohnin envelopes. Where mail is
classified SECRET or CONFIDMITIAL the responsible individual at a
delivery point will remove attached Receipt For= BS-la from the inter-
office ohain envelope, sign, and return signed receipt to the Messenger
or courier. Normally, ohain envelopes containing Restricted or un-
el:unified nail will bear no receipt.
2. Dispatching of Cj; Documents in Inter-Office chain Envelonne
a. Additional nrapping not necessary
Offices of CIG will dispatch outgoing inter-office mail
(and that tatre-office Instil which ie destined for a segment of an office
housed in a separate building) in C/0 inter-office chain envelopes
without additional wrapping. A separate inter-office chain envelope
will be prepared for each offioe to which materials are being sent.
b. Preparation of Face of Envelope
It is essential that the oolumns appearing on the inter-
office chain envelope be filled in completely, and that the office
designation always be indicated. Tr it is the desire of thn sender to
dispatch the document to a specific individual, the individual's MAIM
may be noted in parentheses aftmr the office designation, for example:
OCD TO: ORE (Attn: Mr. Blank)
In all instances room Tunaber, when known, and building will be indicated
in the proper column. The CIG inter-office chain envelope will not be
thrown away until all spaces have been used, or until the envelope is
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25X1A
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cr.; 10,A;ruAii OF Air TNI;;TitATtvli
oompletely norn out. If an ?Moe ermumulates u stock of envelopes which
?mods its needs, the surplun will be returned to the meesenger or
Courier serving the ?Moe.
a. nail Transmitted Outside CIO
25X1A Documents to be tranemitted outaide CIO will be routed in
the inter-office ohain envelope tO tke Distribution Unit. central eecorde
Section. (For detailed instruotiona covering the handline and routing
of outgoing documents see
d. Transmitting CUIFIDMITTAI. or 81:Cli1'r Documents
The CIO inter-offioe chain envelope, when used to transmit
CONFIDETITIAL or SECRET documents, will bo coaled with *no CIG guaned
label and the initial of the sealer will be entered in An upproprinte
place) on the seal. These seals may elao be obtained from central
Rrmords seetion. Under no ciroumstances should scotch tepo be used to
seal the inter-office chain envelope.
e. Transmitting Undermined or Restricted Documents
?????10....?????.? 1....?????????*
The CIG intor-officc chain envelope, when used to trent:mit
only undermined or Restrieted materiel, need not be sealed in any
manner, but the envelope flap should be pushed inside.
f. Inter-Office Chain Envelope Numbering and Reoeiptiug :system!
Each effice'Aessage Center and each designated pick-up and
delivery point within an office will ihitiuto its own numbering Harlon
for intareoffice chain envelopes, the contents of which are olassified
SECRNT el-CONFIDENTIAL. This number will consist of the month expressed
in number and the next unused consecutive number, e.g., if the first
envelope is dispatched in June, the number would be 6-1; ie the tenth
envelope is dispatched in July, the number would be 7-10. Since the
eecond number is the identifying envelope number, it would continue in
numerical sequence until the end of the calendar year. Thus? if 320
envelopes containing SECRET or ChVFIDnNTTAL documents have been dinpatched
as of oember 31, the last one would be numbered 12-320. At the
beginning of the next calendar year, a new series would be initiated,
the first envelope in January of the naw year being numbered 1-1. Thin
office envelop* number will be placed in the office of dispateh column,
before the name in the "From" column. The number appearing on the
envelope will also be placed on the attached Receipt ?or n 36-16.
Rimpipt Form 36-16 to be attached to inter-office envelopes
containing SECRET nr CONFIDENTIAL documents will be prepared in the CIO
receipt book in duplicate. Receipt Form 35-16 is in triplicate in the
receipt batik; however, only two copies are to be used and no attention
is to be paid to the colors of the copies used. The third copy has a
special use in isolated eircumstances. The original copy of the receipt
* ; #
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25X1A
25X1A
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L_
Y 1
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1 i 6160
CIO 1,ANT/A1, OF AMMITIMIATIVE tilaTlitICTIGIf
will bo etnpled to the envelope. The prepnring office will retain lie
carbon copy of the receipt for its records. Thin copy wiil he cloud
by the Nfeaaanger or Courier who picks up the chain envelope. The number
appenring both on the Receipt Forn 30-16 and the inter-office chain
envelope will be noted in the office log opposite the individual imports
tronamitted in the,: inter-office chain enlolepe. This will provide a
record or the dew/ciente An nny ono envelope.
Bulky Documents (Claenifio(l)
atmlified dmiumentn ehloh, boonuuo or bulk, oannot be put
in the inter-office chain envelope, will be wrapped in a satisfactory
manner, taped with Cf0 gummed seals, and forwarded in exactly the same
manner as an inter-office chain envelope.
$. Operation of Courier and Messenger system
a. Courier Pick-Up and Delivery
Central Recorde Section, Pervices, Division, w111 provide
offices with pick-up and delivery courier Service from and to appropriate
points located in different buildings. Jul inter-office chain envelope
containing =MT or CONFIDXRTIAL documents, after being signed for by
a Regular Courier on Receipt Form 36-16, will be delivered to the
appropriate building and Offioe Message Center. The appropriate
individual in the llooiving Office Message Center will remove and sigA
the original copy of Receipt Form 36-16 attached to the chain envelope
and return receipt to Courier. The Central Yen Room will maintain
file of all completed receipts for leoation purposes. Tho Courier
transmittal of a Restricted or unclassified document to n location in
another building is accomplished in the chain envelope veLthout regard
to the use of Receipt Form 35-16.
b. Messenger Pick-Up and Delivery
Central Records Section, Services Division, will provide
offices with pick-up and delivery messenger service from and to
appropriate points within the same building. The delivery of a chain
envelope to any otfioe located in another building will be made by
Regular Courier as indicated above.
CIOMESSENGER AFT) COURTER =MGM
1. The Central Records Section, Services Division, will provide
each office and Staff Section of CIO with liessenger and Courier service
as follows:
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25X1A
25X1A
25X1A
:
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GIG MANUAL OF ADMINISTRATIVE INSTRUCTIONS
it. Top facRET couriers
TOP SECRET Couriers will be used to transmit TOP SECRET
documents between individuals and buildings of C/G and between CIO and
and outside agenoy.
b. Regular Couriers
Regular Couriers will be used to transmit documents
olassified SECRET or below between buildings of CIO and between CIO
and an outside agency.
0. Messengers
Messengers will be used to transmit documents classified
sscRST or below between individuals and offices located in the some
building, but will not carry doouments between buildings. Certain
messengers, however, may be used to transmit unclassified or Restricted
documents between CIO and an outside agency.
d. Operation of Regular Courier and Messenger Service
See
LOGODIG MD ROUTING OF AMINISTRATIVE DOCUVENTS, MUER TRAP CABLES,
cusrarm BELOV TOP SECRET
I. Incoming
a. The Central Mail Unit will:
(1) Receives open, and time-stamp each 'document entering
GIG and route each administrative document to the Distribution Unit,
Central Records Section, services Division. (The only exception to
this procedure is an incoming pouch document addressed to OSO which,
after being properly recorded, will be routed unopened to the Office
of Special Operations.)
b. The Distribution Shit wills
(1) Assign CIG control number.
(2) Assign file classification number.
(3) Prepare CIG Fern 36-1 in multiple copies, assigning
a suspense date by Which time correspondence must be answered; establish
a fellow-up system an suipense dates.
CONIDENTM
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25X1A
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ryq ,fAt.riAt, TtUrrO7(:'vTon.e3
(4) Prepare a ceneelidnted Receipt, CIO Form 35-3, for
eaoh receiving Office or Staff qeotiryn ueesage Center and innure tho
proper return of this receipt ft,r
(41
(5) Route documents tn the Office or staff Uesence Center.
a. The Office or rt2,tff "eee. Center will,
(I) sioi and return '71(.11 Term 36-3 to Distribution Unit.
(2) Choc% documnnt aiLainst copies of CIG Ynrr. 35-1 uhich
are attached to each dectalent.
(3) Withdraw Office ttoneage Center copy of CIO Pori* 35-1
and indicate thereon the particular office sub-division to which the
document will be muted.
(4) rile CIO /firm 35-1 by the CIO control number appearint;
in the upper left-hand earner of the Form.
(5) Route dog:mu-lent to kppropritite Reoeivine, Office.
d. The Receivin.g Office will:
(I) Record dooument in any appropriate lot; which will
enable that office to acaount Dor ail documents received by it for
action or OA a matter of interest.
(2) Return document to Central Files, Distribution Unit,
for permanent filing after it hen nerved its purpose.
(3) If the document must be retained permanently in the
receiving office, remove the copy of CIO Fora 35-1 attached to it.
rote the name of the office of retention thereon, and return it to
stribution Unit.
1. Outoing
a. The arigir.hating offioe
25X1A
in conformal)** with CV) Adminietrative Instruction tic,
(1) check document and envelopes toy corroot reparation
(2) Address envelopes.
(3) Insure that a receipt (GTO Porn 38-15) has been
prepared and is attached to all documents classified CONFIDMIAL or
above.
,
Nt_
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25X1A (# A171P[ItvettATIVE INUTPI:CTT()1(4
(4) Insure that a copy of the doeceleet in attached to be
withdrawn by Diutribution Unit and forwarded to Contra/ Files for
pormanent record. Tu Central Files copy will have attar:A:04d to it, when
oiroumsttutees require, a mentortaldiun for record, or rll buck slips,
inter-office memoranda, and noten which have preceded the preparation of
tile document.
Attach a CIO ;i'orra .12 a epecial method of diapatch
I anntrad. 1?0.. "Air rail," "Rer,istored," "3pocial Delivery," "Pouch,"
"to.
(0) Record tho document in the office: of origin log and
dispatch it to the Office or staff tteseage Canter in accordance with
inter-office chain envelope procedure (see Seotion 403).
b. The Office or Staff Meesage center will:
(1) Check to see that an adequate number of copies of the
outgoing document has been prepared.
(2) Insure the adequacy of the memorandum for record on
the Central Files copy of the document.
(3) Cheek to nee that adequate envelopes and receipts
have boon prepared ibr use of Distribution Unit.
(4) Assign each document a number preceded by the authorised
abbreviation or symbol for the Office or staff Section. Thin number will
bc placed above the retura address on the outside envelope.
(5) Reocrd the document in appropriate log and forward
document to Distribution Unit in the inter-office chain envelope.
(6) Get in touch with Dietribution Unit to determine the
:muse of delay if a copy of CIO Form 55-1 for each outgoing document
has not been received within twenty-four hours after its release.
c. The Distribution Unit will:
(I) Check the document to see that it is properly prepared.
(2) Assign a CIG control number.
(3) Assign& filo classification number and indicate cross-
referenoes.
(4) Prepare CIG Form 35-1.
(5) Forward to office or Staff Message Cantor one copy of
CIG Form 35-1 as assurance that the document has been dispatched.
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25X1A ChVAT:1710. o!' Atritli:;TWITTIT
(6) rorwurd the doeument after it has been properly
recorded mid coaled to the Contra). wail Unit for actual dieputeh.
d. The Centro.). Iteil Unit wills
.1....??????????????????????1110?1?1?1111.11.111?10.1.11?????????????PM.m.??????????
(1) Determine from notations on CTO Form 36-11, if nttaened,
what special handling has been requested ter the document, and handle
in that manner if poorsible.
(2) Prepare and maintain all reoords and receipts for
envelopes of olassified documents.
agency.
(3) ;f feat delivery of document to proper transmit:I:tag
e. Sealed Documente
If for security reasons outgoing deotuaents are to be nestied
in the oftioe of origin and tho (mutants are not to be seen by proceasing
personnel, the originating Office will:
(1) 5041 the envelopes, placing on the outside envelope
a number, preceded by the authorised office abbreviation or symbol, for
the use of central L'ail Unit in recording the envelope.
(2) Attach Form 35-11 indicating whether document is to
travel through classified or unoiassified channels and any speoiel
nanditlg requested.
(3) Dispatch to central !Sail Unit via office!..eaaaga center.
f. Pouch Documents
Doouments to be diepatched by pouch from CTO to dentine-
tions outside the Diatriot of Columbia through Courier or ainnttr
25X1A service will bo processed in the same manner as any other outgoing
document (see Section. Documents from OSO intended for dispatch
to locations outside the District of Columbia will be delivered already
wrapped to the Central Mail Unit, for reaord.ing and twrearding through
proper transmitting channels.
3. Inter-Office
a. Office or Staff Ilessage Center rrocechires
It is the responsibility of the Office or Staff Vessage
Center to keep adequate records of all inter-office handling and routing
of docusenta. Chanmeling of documents through Central Records will not
be required in inter-office exchanges. The system for recording inter-
office documents will bo developed to fit the needs of each office, the
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CIO vATTUAL (W AD'INISTRATIVE INSTRUCTIONS
only requirements being that, at all times, the Office or Staff Message
Center will be able to account for the disposition of both incoming and
outgoing documents and Appropriate security precautions are observed.
The log used for recording outgoing documents may also be used for
recording all types of inter-office documents.
b. Filing of Inter-Offioe Documents
Inter-office documents which obviously are of no permanent
value will not be brawarded to Central Files for retention. The de-
termination of the value of inter-office documents will be made either
by the originator or the final recipient. Inter-office documents will
be forwarded to Central Files if they:
(1) Contain valuable background information which will
supplement the information contained in the memorandum for record an
the Central Files copy of outgoing mail.
(2) Contain information supplementing a published directive
or order.
(3) Concern a subject of permanent value either from a
policy or a historical viewpoint.
o. Transmittal of Inter-Office Documents
Documents traveling between offices will be forwarded
25X1A through the Messenger and courier Syntex in chain onvelopee (nee section
ligier or TOP S ECRET Control Officer.
, except TOP SECRET which will be handled either by TOP SVCRET
25X1A
LOGGING AND ROUTING OF INTELLIGENCE INFORIATION, OSIER MAN COMM,
CLASSIFIED BELOW TOP SECRET
1. Incoming,
a. The Central 1!oki1 Unit wills
(1) Open and route all intelligence information received
in CIO to the Information Distribution Unit, Central Records Section,
Services Division. The only exemption to this procedure is inceeing
pouch material for OSO which, after being properly recorded, will be
routed unopened to the Office sf Special Operations where it will be
acknowledged by signed receipt.
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25X1A CIG
t:AIMAT, 01,44P t T8TRATIVII Ilit:TRucTronr.
b. The information Distribution Unit wills
(1) Asnign v CIG control number.
(2) Aseign a file elaseification !umber.
(3) Record the ilocument on CIG Form 35-2.
(4) Deliver each document to the proper representative
of the Reading Canter, OCT), where the distribution to be n000rded the
document will be determined.
(6) 111):., neceneary records of distribution as indicated
by the Reading Center on CIO Form 36-2 and withdraw Central Records
copies of suoh Forms.
(6) In 010 01400 of rR7, attach three copies of CIG Form
35-2 to copies of reports going to that Office.
(7) Prepare Consolidated Receipts (CTG )brut 35-3) for
all documents and insure the proper return of this Receipt from the
office of address.
(8) Dispatch each document to appropriate Offioo or
staff tiessnge Center.
c. The Office or staff rossago Center will:
(1) Check clocumento against encloaed Consolidated Receipt
(CIO rorm 35-3) which it will siit end return to information Dietribu-
tion Unit.
(2) Record receipt or documents In en appropriate log.
(3) In the case of ORE, check the documents against the
copien Of riG 'Term 36-2 attached to each document.
(4) In the case of ORE, withdraw the three Message Center
copies of ON Fern 5G-2 and indicate thereon the particular subdivision
of ORE to which a document is to be routed. The three copies of MG
Form 35-2 will then be filed as follows: one by CTG control number, one
by source, and the remaining one by subject.
(5) Dispatch documents to receiving offices and record
disposition in an appropriate log.
d. The Receiving Office mills
(1) Reword reoeipt and disposition of doouments in an
appropriate log.
COWIDDITIAL
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(2) In the (mail un, maintain reoord of dominants on
Form 36-2 supplied the 1"00011rtaK office by PPE ,5essege Center.
2. Outgoieg
Sines an at the present time distributes little intelligence
information to outaido agencies appropriate instructions for its handling
will be announced when and it the need arises. At the prenent tine out-
going intelligence Infornation is processed exclusively by the Informa-
tion Distribution Unit, Control Records rlaction.
3. Inter-Office
25X1A Intolligenoe infermation doolasonta traveling between ()Meer,
will be processed In tho SUMO namor an administrative material (nee
3ection ), I.e., throuGh tho !Tensenger fled Courier nyaton in
chain envelopes. Complete records willhe maintained in dispatching
and receiving offices.
25X1A
PROCESSEKG OF TOP SECRBT LOCWENTS
1. General Information
u. Transmittal of TOP =Ian' noclumentn between Offices and
Di aims of CIG
Transmittal of 79P sumrT documents between Offices and
icxecutivo stoir Divisions will he accomplished by a 707' SI:C11T Courier,
e.g.. from CIRE to 00; from 3erviceo Division to Finanoo Division.
Branch. It in permissible within CIG, however, for one Assistant TOP
=run Control Officer to dialWF a TOP SECRET document to another
Assistant TOF VCRET Control Officer, tho necessary receipt being
obtained, provided Central Records, Services Division, AW HrttnoI,L, is
informed of such change oV responsibility.
b. Trenemittal of TOP SECRET Documents between Units
Transmittal of TOP aNCRET documents between units of an
Office or Executive staff seotion will be effected by the Assistant
7107 SECRET Control (fficer of the Office or Staff Section concerned,
When =Office or Staff has personnel in several different buildings,
it is permissible to request n. TOP SECRET Courier to effect deliveries
between buildings.
o. TOP SECRET Signature Record and Cover Sheet (CTO Porn 38-15)
The TOP SECRET Signature Record and Cover sheet (CIO Fore
38-13) will not be removed from a TOP SECRET document until the document
iU
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1,1AllUAL. :11;;;TItT,CYT(Pc:1
deatroyod. downg,raded, ur diaputched outside of CTI. :!oncevor, when
decumant ia se treated, the perticular dieposition in noted on the
TOP 3NCIIRT aigiaturo Himont and Cover sheet and the sheet is sent to
Special Diatribution that to be filed. This sheet will serve au a:
cover to a TOP 3ICCII2 document awl will provide h record of all indi-
viduals who iscire had ameba tc, the document. !*oh individual who uses
or processos m TO1 3D3Rilri doctaeontisitu mffix his aigtatuve to the
sheet and indicate thereon date arxd time or reeeipt. When releasing
material to anothuV authort4ad thdividual, 4n v7111 arflx hiriiultinin
anJ indicate data and ti7oilo of rpannmo.
2. TnatglinG
a. Special Distribution ,i?roeedurce
Ali 7312 JECilET dooumonte, adminiatrative or intellt gene?
(except cables, and decumen1.4 portset.nin.:, solely to the Office or Spoofed
operations), ahall be delivered initially to 3peoial Distribution Unit,
Central Records Sootion, Sorvicen Dtvtaion. (Any member of CIO who
reooives a TOP3.FXRF,11 dooumont from an outside source in a rann.ner which
has by-passed :Ipscial Distribution Unit will report the fact to Special
Distribution Unit an soon ea possible in order that the document ray be
properly proceatrod.)
T1,0 Spacial Oistribution 1.Tni t will:
Astign CI ,1 control number to each document.
Acsia.cP Me c1mcrifIcation number.
Leg dooteuont.
(4) :itsple i37V:17:7 :1nal;urn Incord
(CIO ;i'nrri'48-1Z) to dootrunit.
(5) In the once of adrainistrativo documents, determine
the routing to be given each document and mako appropriate notations
on all records and CTO Fon m 3(3-1%
ro,for
rluot
CO) In the case of intelligenee in.formation, pace the
cloomont to a specifically denii;natod raenbor or the neuding ranter,
("CD, i'or determination of distribi)tion.
(7) Veko a record of the recormaemded distribution after
the document retunur from the Reeding center.
(8) Prepare a Dooument Receipt (CIO Forn 38-18) for each
document.
(9) Route each document to appropriate Officeor Staff
Section Message Center.
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CTO l,"ArVIAL AIM TirtrITItA?PrE 1:RSTIV3CTIOTIS
a. The Office or SiAtff section k401111$160 Center will*
(1) Chock document against the Document heeeipt Porn 38-16
which it will sign and return to Special Dietribution Uni through the
Messenger-Courier system.
(R) locorA document in n TOP SEM? log. (A euggented
log sheet that may be used is CIO Form 38-14.)
(3) Ineure that tho Signature Record and Cover Shoot on
each document in Initialed by everyone examining or handling the doou-
ment within the oneage center.
(4) Re(pent Ito Assistant TOP SECRET Control Officer to
deliver the Tnr nrenrT doounent to the receiving offioo where the docu-
ment will bo noknowlodosd by eignature in the !,easinge Center TOP SECRET
log. An optional procedure will be to have the document delivered to
the receiving office by a TOP SP,C1,1:T Courier, in Whieh ease the Courier
will nign for the envelope containing the document and make delivery
to the Receiving Office where Document Receipt Form 38-16 willbe eigned
and returned to the Office VOOBU60 CoUt4r.
d. The Receiving Office will:
(1) Sign for the document in the Message Center TOP SFCRF1T
log if delivered by Assistant TOP SEMI' Control Officer; er, sign nnd
return Document Receipt Yorm 33-16 if delivered by TOP SECRET Courier.
(2) Enter the document in a TOP SECRET leg.
(3) Insure that each person handling or examining the
document entero Lis name, initiald, and dates of handling on the Top
SECRET Signature Record and Cover Sheet.
(4) In case it receivee permission to J.ownvado or destroy
the document, remove the Signature Record and Cover Sheet, note the
particular action or disposition at the bottom or the Sheet, and forward
the Sheet through the Office or Staff Section Message Center to Special
Distribution Unit, central Reeordo section, Services Division.
(5) If the document is inielligenoe material, forward it
to the Reference Branch, ORE, for permanent retention in the TOP SHCRET
files of that office. Here the Signature Record and Cover Sheet will
be removed alter notation has been made thereon that the docummut has
been filed, and the Sheet returned to Special Distribution Unit through
the Office or Staff Section Vessage Center.
(6) If a document is of special administrative nature,
forward it with Signature Record mud Cover Sheet still attached to
Special Distribution. Unit for file.
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CIO VANUA!, OF Alt' DTIOTRATIVE /118TROCTION8
3. outipinG
n. Oenerel
10.14111110...??????????
A TOP SECRET document propared in mn office will he proc-
onned in the following manner:
b. The originnting Winne will?
(1) Check to coo thnt it conforms to Cu; correapendence
and/or security regulationa.
(R) Insure that security olassificution iwolA pruperly
affixed with appropriate nuthority indieatod tor the classification.
(3) Prepare noocipt 7orm :58-l5 to be attached to the
document.
(4) Prepare two envelopes, tho smaller to be stumped with
the TOP SECRET elnenification.
(6) Attach n TOP sITRIIT Sicnature Record und
Form 36-13, to the document.
(a) Assign to the ,loeumeot n number preceded
authorised initials or eymboln of the preparing office and
the TOP SECRET log.
Cover Shoat,
by the
enter in
(7) Deliver the document to the Office or Staff Mowing?
ntor and receive a signature receipt to the TOP STOUT log of the
,a,iginating office. If the oricinating office is in a different
?-AildIng from that or the Office or Staff !Inflow Conter, tt Tar SECW2
Courier ehould be called and n sealed envelop? Killen him contniuinG
the document, the Receipt Form 38-16, the prepared onNolopen, the
Signature Record and Cover Shoot, and a Document Pocetpt (ori 88-3.6),
the latter for execution by the Assistant TOP M3CRET Control Officer
of the Office or gtaff Section Uessage Center. Tho originating office
will require a receipt from the TOP SECRET Courier for the sealed
envelope and its contmate.
o. The Assistant TOP SECRYT Control Officer will:
(1) Sigp Per the document in the TOP SECRET log of the
originating office, or open the sealed envelope delivered by the TOP
SECRET Courier and execute the cro Document Receipt (Form 36-16) which
will be returned to the originating office.
(2) Record the document in the TOP SECRET log of the
Office or Staff Message Center. Special care must be taken to insure
that each person handling or proossing the document executes the
attached Signature Record and Cover Sheet.
CONFIDENTIAL
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25X1A
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cIo tImituti, OF AIJIIITIT3THAT1SH narnitionons
(3) Check to see whether the document ham been eorrectly
prepared, properly signed, and receipt and envelopes; attached for Win
of Special Distribution Unit, Central Records Section.
(4) Deliver the document to the special Diatrubution Unit
and receive in his TOP SECRET log a eignature receipt therefor; or, es
an optional procedure, enclose the document (to which will be attached
a Dacument Receipt, Form 30-16) in a sealed envelope and call a TOP
SECRET Courier. The TOP SECRET Courier will sign a receipt for the
envelope and its contents and make delivery to Speoial Distribution
Unit.
d. The Special Distribution Unit wills
(1) in for the document in the TOP sncnET log of the
Assietant TOP SECRET Control Officer making the delivery; or, if the
material has been delivered by TOP SECRET Courier, sign the envelope
receipt and the enolosed Document Receipt (Form 50-16), the former to
be retained by the Courier and the latter to be returned to the
appropriate Office or Staff Seetion message Center immediately.
(2) Record the document on the standard record slip
(Form 35-1), one copy of which will be returned to the Tlessagn center
of origin.
(3) Insure that a Receipt Form 38-16 has been prepared,
as well as the envelopes necessary forthe dispatch or the document.
(4) Insure that the Signature Record and cover Meet hue
been properly executed by personnel in Special Distribution Unit who
have handled or processed the TOP SECRET document.
(6) Remove the Signature Record and Cover shoot noting
thereon the disposition which is to be made of the document.
(6) Remove and file the Central Files copy of the document.
(7) After preparing necessary envelope recordn, determine
the correct channel for the transmittal of the document and deliver it
thereto.
4. Inter-Office
a. The Originating Office will,
(1) After checking a document for correotness, security
classification, and authorization for such classification, make proper
record in the office TOP SECRHT log.
winFN,1 AL
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25X1A
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CIO ',WM'. Ole AIM TNISTRATTVL: TIISTROCTIONS
(2) Attanh A TOP SNCRRT SiGnature Record and Cover Sheet,
Form 38-115, to the thJoument und indioato on the uecond lbw of the
Cover Sheet the nano of the :trot pornon to whom the document will be
nent.
:livor the document to the reuiettult TOP ONCRET
Control Officer of the office or staff Message Center and secure hie
eignuturo in u 701 ECRET lee; or, uu an optional pr000dure, onolouo
tha document (to which will be uttaohed & Document Receipt, Form 38-10)
in a sealed envelope and (nal a 70P SECRET Courier. Tho TOP SECRET
Courier will it a receipt for the envelope and Ito contents and make
delivery to the Assintant TOP SECRET Control Officer of the Office,' or
Staff Message Center.
b. The office or Staff Vection Message Center will:
???????????11.011..4.100.10100.1*
(1) in for tho document in the TOP SECRET log of the
origlnatinE, offloo; or, IS delivered by TOP six= Courier, sign the
envelope receipt and enolosed Document Receipt, or 3e-16, the tomer
to be retained by teo courier and the latter tj be returned to the
origleating effice.
(a)
TCY SLC.7011 log.
(3)
liter the T,,n eeeMT document in tho eessage Center
Insure that each portion who handles or proms:me the
document execute? the Signature Record and cover Sheet.
(4) Deliver the doeument by Aesistmnt TOP SMUT Control
Officer to the receiving Office or Staff Section Message Center and
have the Aseistant TOP =nal' Control Officer of that Office sign for
the doounent the origineting Office or Vta:f Section VeseaGe Center
log; or, will aend the document in an envelope covered by a receipt by
TOP SECRET Courier to tho receiving ISessago Center, insuring that a
Dooenent Reoeipt, Fdra Weld, is eaclosed for execution and return by
the Aseintant TOP SECRET Control Officer of the receiving e:enisage
Center.
o. The Receiving e!cecage Oontor will:
(1) Sign for the document in the TOP SECRET log of the
originating Message Center; or, sign the envelope receipt and enclosed
Document Receipt, Form 38-16, the former to be retained by the TOP
SECRET Courier and the latter to be returned to the originating Message
Center.
(2) Record the document in its TOP SHCRET jog.
(3) Insure that each person *he handles or processes the
document within the Message Center executes the Signature Record and
Cover Sheet.
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25X1A CTO ',1A/TI1AL OF Ar1 INTS111ATIVEISTItUCTI0115
25X1A
(4) Deliver the document to the receiving offices by
Assistant TOP SECRIV Control Officer who will obtain a eiwature
receipt in the TOP IR:CRET log of the Keneuge Center. If the reoeiv-
ing office is in another building, it will be ne4.1oseary to deliver the
document by Tor nriCIIET Courier, the ountomary receipt being obtained.
Upon receipt or the document, the receiving office will sign Document
11109ipt, Ports 88-16, end return it to the message Conter.
d. The Receiving Office will:
(1) 3iip the TOP 3ECRET log of the Lesietant TOP 8LCRI:1!
Control. orficeilor, if the docuntont has boon delivered by TOP SECIlliT
Courier, sip the envelope receipt and .the Doeuraent Receipt (Form BE:-16),
the former to be retained by the Tni, CHT courier end the latter to
be returned to the eneenge Center.
(2) Record the document in its M.' SI:CRET log.
(3) Insure that each person who uses or handles the
document executes the TOP lucTIM Signaturelecord and Covor shoot.
6. Ontaoing TOP SECRET Intelligence
ft. General Instruction
All CIO-produced Tel, TICRBT. intelligence documents will
be distributed by the Special Dletribution Unit, Central Recordu
Section. aervices Division. Upon receipt of such documente for die-
tribution, 3pecial '.;listribution Unit will auppli the oribinatint; orfice
with a Consolidated Reoeipt (CTG Forn 3.-!) for all copies. It will
then distribute the documents in accordance with existing security
regulations.
'rELIMOTT RVICE
1. eeneral
a. The CIO Telephone sw.itehboard is operated on a 24-hour
day, 7-day week basis. The te.lophone number is Duscutive 6115.
b. Official telephone extensions in cm are to be used for
the transaction of official Uusines. Pay station telephones are
provided in the corridors of buildings Thrust) of Individuals in makinG
personal calls.
2. Directory Service
umm????lormal ??????.
a. A GIG telephone directory is published periodically to
furnish telephone information on personnel of CIO, Government
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25X1A
11+i r
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CIO MANUAL OF AMITTII8TRATIVF, TIISTIttICTintle
Di rl Codes, miscellaneous numbern frequently used, and general informa-
tion relating to the uee of the dial telephone. Telephone directories
contain classified information and an such must not be removed from
CIG premises without permission from the Beourity
b. It will be the responsibility of each Office or Staff
Section to forward to the Chief, Rerviona Division, attention, chief
operator, up-to-date rooters or pernonnel, notices of chengen in
exteeniono, and information onnoernine, deletions, in order that an
accurate, current directory may be maintained.
o. Theployoes may cell retort/lion 431 to obtain an exteneion
not listed in the directory, or any other telephone information.
3. Long Distance Calls
all..1111?????????1111MID
a. Authorised long dietaries, calla of an official nature
be made through the CIG switchboard facilities by calling the Long
Distance Operator (Dial 01).
b. 7,ach Office or Stal'f Section will 2.-Urnish the
Operator with a list of the officials authorised to approve long
dietance telephone culls and no long distance calls iill bo placed un-
less approved by such officials.
e. Long Distance cells should be of as short duration ns
possible and should be made only when the business to be transacted in
of such urgent nature that special mail or telegraph facilitien would
be inadequate, or when oiroutestonoes dictate the necessity for personal
oopreunicetion. limn practicable, long distance calls will be made
station-to-station rather than person-to-person. CIG switchboard and
telephone facilities are not to be used for placing long diatanco calls
of Et personal nature. Tr, tuider emergency conuitions, these facilitioo
are used for personal calls the Fiscal Section, Finance DiVilliotl? will
collect from the user the commercial ruto o: tho oall, plus Vederal
P,.xciee Tax.
4. Repair or Other Telephone 3ervioe
Requeste for necessary telephone installations, repairs, or
other related service will Le communicated to the chief Operator.
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25X1A
25X1A
25X1A
Li
APproved For Release 2001/09/06 :
MAMJAI, A1 1111,;%",ir(V,JIi
1. 4.4urposc
84138140728M00-1 00010001-2
1111- Mii,:ii),),qATI01,:
Thu purpose of thio instruction in to assie,a tho responsibility
and establish the routinom for processing the transportation of CIG aa-
ployoos, thoir i=edlate familion and/Or household oods and effects, and
the transportation of official supplies nnd equipment.
2. iunctions and tosponeibllitios
a. rho Transportation ?i'octon, iorvicas niViNion, will bo res-
pan:tibia for:
(1) Arratilni; all transportation for JJ civilian an0 military
porsoannl, Inc ludint; :novelent of iriLlotliato fiuios tx:ad houneho.la ffoQtc
'Atom% permanent ehano or station is involved, proodrin hotel, air arit
rail reservations, arran6in travel itinoraries, 1.0614111 Transportation
Requosts; necurin,L, for overseas travel, necessary theater olourances,
passports and ViU5L8, necessary air pnc,orities for trrxelor and any qxeofin
bug6a6e, reservations of space, and Orlofin6 of traveler.
(2) arran6ini; for shipment overseas of supplies ann oquiplent
including preparation of necessary shippinG and related documents; main-
tainin6 close liaison with L.?;., ospatch.1'orta of :Tmbarkation,
..)feice of the (Ziof of Transportation - 6. b. rmy, and iar 'iransport
:/and for (A)tainin,; upaoe ruaervationn.
(3) 1=rovidin6 7iotor transportation For civilian hn6 tilithry
porsonnol on official business in and around t.he )istriet of '-olumbia;
taining a Larao for repair, storage und assiGnmont of all vehicles in the
;Motor Pool.
b. Tho traveler, the office or urf :iections concerned, and
various other officials and administrative divisions will be rospenaible
for certain other functions connected oith trausportstion us discussed
thral6hout this instruction.
3. forms Used
Listed below are forms or other documents used to request and
authorise transportation, together with a brief statenent as to the initia-
tion and purpose of each:
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it; 1,11.1r;Al or;y LiV1VPI:r1-1! !Tr !P;
a. Aim Noe 34-6, iravol!invert, Is initiated. by the sponucr-
.
Inc Jffico 41. jt:off :ActIon to roqurst at10 truvol nu* at c-%dioyon
thud iu tho basis on which the l'ranaporthion aootIon oxecotou n TraviA
ordor.
b. !ILI,. 34-4, l'ravol fixooutod by t,),,1 fruhapur-
tn tAT-1371"00t tho 177.:771-of tho oilo oo ut ,ovurrfuoht ouponae,
man iu tho buniu on whi(;h tho (.11,1o:.!uo nu,! 016 LA reinOoromient, for ex-
p01130B inourrud Lu ounnootton thoronith.
c. 3G-U. :0.1.uoot Vur ,voraoua :.rr,nopc!rtution, in
,
initiated by TglriTiMIPTI:17177filion or -turf 1/.] roquost ovarueua
travel of the er3p1oyne and i3 lacd to aouura ull roquired clearancos. it
In :Liao tho baaiu on wOic..1 ;r4roportnLioi; arl-aton
tution for tho oltployao.
d. trans for Lottor tLori r.t u, 'or:lanout, oi.'
:;tation is excrja-by tho ja7777rsonnol i7370770:771777717075117-770 faot
that ige trunafor is to tho intnropt tb.o t;ovomnunt, rind constitutms
the basin uuthority by th o:;enoy t'or 4!,t1c: tr1..)r,.; o o.4i.a.,yen, aiu
iamediate fahily and ho1aahol6 Looda fur offotli. The for,: nuat be OA-
'looted prior to Lthe dato aotnal transportatio l.min3, ond :hist contair
all basic authorizations tm biq Lrftntod cobecTuent aAlohdneih!,s
oriunwt bo mado for tep-rpouu of ,,roni,In addftiorti
c. 1.el-16th of Sorvioe r0OOn t bv ?,mploycle is qxocutd
obipioeo ovorsous to indicato his agreement to rolain at an overseas
place of omployment for a Aninum porioo of tanuty-four molltIta unu aorvoa
un the buala for autnorisatian or idsapproval of trn.vol fro.1 :)verssas
)Otnti o no United ;I:fitflti at :C$VO4r1t;. cxponno.
f. Form ho. 36-27, iiequoat for :.ovoNont of uroWor fouso-
hoil :,ireots, is initiated by tho 0.1ployoo to roquost tho ::,ovemont of his
family aniTr houcehold ?fronts in connocLion with his chan,e of of;icial
station, and to proltl.he particulars horoof. The oric,inui and one copy
are forwurced to the '2rannportation Soct:on to he usad 4Ct buaiz for ar-
ran6ing the trfthsportation of th,! tho case of Jverseas tra;o-
fer, a copy ia retained by tho Transportation Clearance ,fficor to be Lined,
25X1A at thn proper time (:.;e0 as h :11siu for roquosting the Cargo
Unit, Transportation Section to ship the enployec's housoholO, goods.
g. Form No. 36-4, Requost for ,)veracas Shipmont of Cargo, is
initiated by tge Transportation Clearance officer or the office or Staff
Section concerned to request the Cargo Unit, Transportation Section to pro-
ceed with the movenent of the employee's household oohs or pw.'sonal offeets.
h. Form Io. 36-5, Reuest for Pick-Up and Dolima, is initiated
by the Tranwi3FEO117117ftearance jff oor to furnish specific information to
the C.,,rgo ?nit, Transportation Snotion as to location at which the pick-up
of the household 4000s and porsonal effeets should he made.
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:jt,- .;.;br ?
4. Inl'ar:.;ation re'oreler
tti1cinfdruation r. iati, Go travel contained lp to, .A
,IpArdixed '0,)varriatont F..ave,1 !IA! (i.14?,itidOd UM' 41Art)11,1j
vt,A0!.,t1.4 ,;iroulur A-7, 40v1Atod. inVor.JuLion oov,I.od Lilumo basic
ntruct.iJus iu ttot ruprodwied imral,raphs
not fir t AAJ:linintzaLivo wad xtfuit & oi pertinrtni
a . I 'PI. {n:1
VOL- 11.(1., *1 1.0O t.riod 4: lo 1/41, w4u
.'rsior, Pnr:1 rs.'....oU Li rd.) pot-
crt4vul 4i
t.,11111 tile. Q0111, 5.1141' ,!; rift LUIS I:Iicr i ood
in ur, fj I ,1,4 'Z.:4, ni Lull ; t;t4 ? r;tt4
I !1t P1.I t.10 pbIr io,,,?.?,.rp.3,t, for
potinelun travel of i:ord 'or (rdotnul parts ..)1. A 01.:;:y
thc,' od.:4.4,,Inctrannt or ,1/2nidlt,, r:;.)ht.lt!dod.: ',!41?1:11 or
trt fq+r? CUT 1 ar?,;* 4i:(r r .1.;) r
o r -,ot.oreof. or ? 7 1)i f:1.1?)f,.; ..e!t
0711o1h2. iitntion . LNt,
C.R) or ,Cor tkny ab:pya,?-.
ChM r 313 wj1. ti41 dtd,(1 4...,r,tvol or rr:r I r ,j. :Li lool
, 1.).!/ tun , Inland r, . L.:: a r.d ; , ?
, '?, ?;. ? :70 rl JO 1,0), 'A '30
LIN c, r000, tow, tip, u. i;, Qiut:11,1?, GrLinrtat.lon
hei7offeen .0)r ;more. ? !LU. ii ..uc.,1; ?
b. 1 i&v LiI .1;, IN tn Lu.;
( ) tf louvc: hc.itc;,1 iu6 Ar 1:".1Lni
?j :njnnr,vvlor'h drelor5.1)c4 allwmdco j1 11. tervd-
nate or ;in at t1c.
hfcrie ti.c; othorlti:in traveler ail! ro,%rdoC
beln, in 4db3luteneeht.atda r'noulq;ILt; 0: .'1" :Lazy" ticl J11 --';" -01-11414
herviou IA rendervel 4.r.toeu(33.4.:, tk;o .190.v of tANionco are. fro,:
of tho day on whio4 actual nervioe 1-uadnod. Leavo of Lbsuncu ?hully
within u day or hulf or leue of too i.erehoribed workinb hA.r4. will bu die-
rczarded for oubsistInou t)nrponoh; ro Lt oxoccde dalf f )reacribod
workin)] 11:mrh, no subsistence will t),J ..Ildwed fur tleL day.
(2) The effect of sic.: trd/or annuul leavo upon thu con-
tinuity of ",:n.vulor's do=ioilo at teuporary post of duty shall bo adxin-
iqtrutiv31:, detArnined upon 1;ho olrowAntancoa aurruundinc the leave, and
final uuthority fur such determination ii11 rost wt ti the Certifiint, ifficer,
Fisoa1 3aotion, nho approves thc acc,runt for ./flyrAInto
c. Advance of Funds
6here necessary to defray caste of contenplutod travel, an
application for advance of funds may be :Ando to thn Fiscal Jectieu, Ammo()
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25X1A
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ci(; P:,tAuut,;, ?U;':,tH;171.)1::;
25X1A Avislon, iii acoordanoo with instruetiona contained in LJo instruction
tho traveler Upon 10,AlGutiO.' of iimri of nvimanity.
uf the protAwa fr uoh on im borne the traveler.
d?
Itedponalbilit': of Lim .'revnier
Ihotravolorxi 11. bo for:
(1) oxa:idnin,; his Cravol .,rder to ter?inc, tdokt IL
specifies all requiromente, ineludint, ribkal 4f tVa:;adr,ortatiOn, dorlo(i
zevered, plaCua to be viaited, any H/oclei authorizatioes, pOr fJcnfi or
uthor allOWIth093. if the, ,:rder C.oes uw; provide adequate covorao, an
wvindmont should be requested throo.h propor Ch4nnOlu t;rior t,o departure.
(2) la3.ntadnin,,, hoot:fat," remorec oV depar tun,:
fro,1 rind arrival at (lest-lest:lees, orfi c1.1:1 ,:s:;.penditurov inclsein,; copies
of toisixo"ls am( any pai41 reoenpts.
(3) asoertainini; if throuc,k, c4CtillGion, or roduCed rate
round trip tloketa cah bo obWined. f fac1. that tho axistuncu such
rates nay not iui,ve boon ',frown to the travelor doeu not relieve him of res-
ponsibility of obtaininG lowt.w. rates. ten, travolini;by ce7,-thion currlor,
d'ovornment Transporta tier: Requests furni shed by T rarsporto ti or :',10t-Zi.cin ouot
bo used.
(4) submittinc, ;,ublic Voucher for iiii:quurcomedt of
Travel and ;that' XOttO I.no iiri sr oinm, btandard Porm 1012, in nor-
25X1A daneo with instruationo &lows in Adainistrutive (nstruction
Ay unused eertion of tleets must be attachod to the Nelmbur3ment."7777gr.
25X1A
(0 oxorciaintf: utmost cure in loardlink; UnoX004tod '...rann-
portation Roquosts sinco the valet of los or stolen l'ulquents may bo chari;esi
to the velployoe. In the event of loss or thoft, traveler isnot report the
number(s) of the !ioquost, where approprieto the number of the bed% in -Ahich
it woe contained, um( an oxplanatien or m facts surrouhdinb ths loss -,14001
theft to Transportation.:...ection which will 'orward the infornntion to ii-
cul '300tion for report to (Amaral ,tcoountiN Office. If sucn Requests sub-
sequently we located, tkwy oust be forwarded tlnodlately to Transporta-
tion Section foe .canoollation. iockeesta forwamiod Vtrouo the must
be re6istered.
DOUXSTIC TRAVa
???????????????
The procedure outlined below is applicablo only to travel by vouchered
funds ?Apia:foes performed entirely within tho continontul limits of' Ole
United 3tato.
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25X1A
qffar?
Fort:ReMase. 209,1/99/016,:,Q1A,-(R.PrP811;-00728R000100010001-2
.
1. Action bw i(ocinotinL Jffico
Tho requantinG offloo wIll ?,ropsro ruvnl kequest, rom
34.6, in duplicate, have IL approved by clio Citiof or the ,Tfice or otaff
cnation or Rim desi,poe, and forward it to too Transport,.tion :iooL1. on at
loust forty-siGht hours prior to the tiiiotravel is Lo boe,in. To moiond
a pr-vimsly issued 'A'ravel jrder, the requesting office will sabolt
now Wor4 he. 34-6 in the saiml miuuolr.
2.
Action Ov Transportation OecLion
Tho Transportation '.;hotion nill propal-o o Travel ,o%lor, lur7)
34-4, havo tno necessary onliotlon enf:mblinned uy tho
provido tho travolor wt ti-; the orii,inal copy oC tne &der its aetherty for
hin travel and for Usil an a aupportin6 pawn' when claim is sobeittod fur
25X1A reliAburnoment o3: expenses incident to hin travel in necordanee with IG
Inn truo -Lion . The Transperte.tion :Action will arrance for ronor-
vations, identification cards, and Trotnnportnton 1-OquoJt3 whore appropri-
ato and il1 brief the: travolor on th,7, natio aDd ro6u1at:o portwanini;
to c.I'ficial travel.
25X1A
S. i'orwinent nano of OtAtion
ft. do4uStit) ,Mio; lar21Nf011 pur.:,ont ChhaLo of orrioial
station, the requentint; office will proeoed hJ mu catod in l'ara6rapn I
shove, an.1 at thn tile will initinto rorsonnel J%ction
.oNaest, obtain approval of the ';hief vl the )?fico or ittifc ana
forward the corsonnol 'equest to tho oqrsOnnol
b. Tho Transport:At:ion tIction will route a oop:i of On
6-6 to the Chiuf, l'eraonnel Livioion, with u roquest that u "Tranafer
Lottor ;lutnorizinc, l'omanent Chuu-;61 of :Lation" bc propurad.
0, tim rarsoiuel .ivinion will pr-ipare to ':'ransfor..otter anth-
orizin;:, transportation of the elploycc, hi n im:lodiate hit; house-
hold Goods and personal offects, unless specific requont is :aadc L'Iat no!:!e
of those itos shall not be authorinea; retain ono eol4 of tho transfer
letter, forward the original to the 11::ployee, forward two copiou to the
Aucal ectioz,Kinsnce an two ooplos to :,ine Transportation ::;oc-
tion.
I. TRAVEL To ,vErt:;;?,,vi tuiir
The procedure outlined below is applioable specifically t.o travol
from the United States to overseas points, etthor for the purpose of a per-
manent change of official station or temporary duty abroad.
CONFIDENT! Al_
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LIW HAMA', LU I LVC III:AfRUTT)NO
1. Action by RequestinG Offico
a. initiation
dequectu for movement of oorsonnol to ovorueas points will
1,0 initiated in duolicuto by the sponsorinc office or ttf Jootion on
. 46-26, ialquost for Ovorneas Transportation, in accordance with
inntruotions on too reverse thereof, and forwardod to tho official do-
signatod an fransportatIon Okarunco Officor for the Offico or :;taff otos-
tion oohcornod.
b. Olouranco
iho Iransportation (,:lcuranoe orficor will arruno for :locos-
sary 3ocurity, assesnmont and i.'arnonnol clearancon, physicul oxwaination,
imlunitation, traininc, and indoctrination of onployoo. He eill ostablish
hocossury follow tip records to insuro that the for :oink; 'toms ere co:1-
pletod by tho "availability du:A)" indicated on or 'o. Cc will
410 tno 'orm 36-23 aed forward it in Ouplieute to to Assistant Oiroctor
or his deslipoe.
Qs .i.ler.E71'1_22:_}.2-Aaal'.
The aesistant Aroctor of tho i)ffico or his oOrioial Uesioome
shall be the aoproving ofioial -itequonta for rversoes Transoortotion.
t!oon hie approval of ':'orm 36-23, Of:lotion A thoroof will bo detached and
retained in the Mos of the roquestin6 Of/Jo? or Staff jootion. 5octionn
and C :7111 bo routor: to the r,ranaportation !:;ection es a basio for necoss-
ary action to orocuro transportation for the ooployoe.
400
action by Transportwtion .;oction
a. r'reiiaLinary intorviow
Upon receipt of 'r)ora :;o. 36-23, the Transportation 3ection
dill arranip ft preliminary interview with the prospective travolor bind
on a standard check list covering all stops incident to the travel, i.o.,
financial arran6ements, indootrination, physical oxamination, immunization,
necossary clothing and equipaent, conditions to bo encountered en route
and at destination, etc. Item') to Se accomplished will be indioated on
the cheek list, a copy of which will be forwarded to the Transportation
Cleuranoe Officer of the sponsoring A'fice or Staff Section for appropriate
follow-through.
b. Travel jrdor
Travel Order, Fora No. 34-4, will be prepared by the Trans-
portation Section in an orio;inal and give copies. The Travel Order will
indicate the appropriation and allotment chargeable and total eotimated
r:v T P
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UUNFICIIN{4_1
1 tmsrlavad F jp,ril,,Irsie;li:I::??11/9/061.iicileik.tlr1n-,00728R000100010001-2
00Mt of the trio. The original ut four oopiou, une af which shall be
a certified true copy, will be transmitted to the Fiscal Seotion, Fin-
4h0o Division, for obligation. The 4ri6inal end oopy, the letter
bearing evidence of obli6ation, will be returned to thA Transportation
30otion. The original oopy of Form No. 34-4 will 00 given to the em-
25X1A ployee as uuteority l'or his travoi and for use as a supporting paper in
elaiAla; reiliburisement ur expensive incident to niu travAll in accordence
with ,J114 ALLAinistrative instruation
:31oarance C:ortificato
The Transportatiozt ;:oction will arran,,,o for passports,
vldau, identification curds, resorv4tions, Trandporthtion mNuouts, and
Vhoator ;:utamanders' approval and air priorities whom, appropriate. Tho
fransportetlun iieotion alli adoortain froai the Transportation Clearance
officer that 14:=14atiorni, clearances and other itmis on tat, oheoK list
havo boon h000mplishod mud that O., ta-Lowiew in availablo for doparture
vo) scheduled.. eeotion of (..trui 141. 66-4:6 will bo detached and forwarded
to tut, Initiatin6 offioer us notification o t.oployoo's dew of aeptArtero.
Tho Tranaporation !;ection :i111 Lhon latiU0 t ;lourance .:ertificate to in-
for:: Lilo o,Ap1ooe Kb to ti:ne and point 1J* departure and will auWtoritc
hl^.1 to prow:fed to tho t-)ort of [mUnr.,:cation, and will arrano transportation
t:hereho?
A. .,:ci,ifieution of i;eparturo
(1) .4.ftor dop1rtUr0 cmplozole i.ruxnoadquarLora, t:110
iranaportation '600tion i ii.notij sponLorin6 ?;.ifice or :A.nft ?,oction
ane tno iravoi uni.t, Fiscal action, Fiaanco ivi u ott, of tno Cate of aeoh
eepartare (Ana thuCia1;0 uno tiv4, maplujuo 18 requirod to report to tho
of .:r.ibarKation.
(2) Upon Oeparture of tho wiployeo from the /ort of .abar-
'.;aton, to Tranoportqtion :iection Will notify th9 sponsoring '.)ffice, tho
7ravo1 t;nit, and the appropriate Chief of :cion.
0. onfirziation ot' .rrival
upon arrival of tha 0,i4oyeo at hia dectinutlwt, tho ,;flief
of Liission will notify the Transportation 'eotion, wno will inform the
4ensoring defico and the Ascal Section of the ti;:le, date and plac o of
arrival.
5. Pormanent Chano of 1;tation
a.'ahem the request for overseas travel involvos a permanent
change of official station, the Requesting Office or Staff Section will,
concurrently with the proparation of Form 3-23, iniLiato a versonnel
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25X1A CIP
S.
fer
?
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hat rui:verw,D1 v;:r; fFiI4z
Aotion Requust, Form 37-3, obtain approval of tho /4noi stunt
his desi000 and forward the Poraonnol Aotion Pequoot to to
Divis ion.
b. The Transportation :;ootion will routo u oody of
36-23 to tho Chiof, Peraonnol Division with k requoot that a
Lettor Authorizing Permanont Chavgo of !itation" bn properod.
iirootor or
Porsonnel
).'kyr;., tit).
"Tranofer
25X1A 0. Tho Personnol Divl nion eill procood as outlined under
3ootion
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TRAVEL M1011 O?r,.:ASEA:1 TO U.:1').
The procedure outlined below is applioablo apocifioaliy to travol
fron overseas points to the U.L;., eithor for tho purpooe of a porluinont
chan6e of station or for temporary duty in tho Unitod Stottss.
1. Clearance and approval
Whonever the Chief of a ission abroed wishoo to return an el-
ployee to tho United Stateo for tonporary (iuty or poruanont ohan6o of sta-
tion, he will forward a requost to the V,a8hin6ton office or :;teff :,ectioo
ooncerned. The Office or jtaff Sootion will initiate or 36-23 in a
similar manner as for an omployee who is to proceed ovorsous. Tnin form
will be approved by the Aseistant Uireotw or his dooignoe and forwArdnd
to tho Transportation jection.
The Transportation Section will proparo tho Travel order, Yorki
34-4, and will forward the original to tho traveler who :oay nob proceed
until receipt thereof, in the case of an amergoncy, the Transportation
Section will forward a cable to the Chief of the Ovorsoas ission ioform-
ing him of tho date on which the traveler raw! proceed. 14 ILICh instances,
tho traveler will pick up his travel order upon arrival.
2. Per...r.E..t92..ianan Station
If a permanent ?hence of station is involved, a .rom oil'
be initiated and forwarded to the Personnel Division.
The Transportation Section will route a copy of the Section "B"
of the Request, Form 36-23 to the Personnel Division for the issuance of
necessary Transfer Letter Authorizing Permanent Chance cf Official Station.
The Transportation Section will then prepare the Travel Order,
Form 34-4, and will arrange the transportation in the usual manner.
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y1 Fr RitM?IVIT11.(9?Ti. 1 I T (MITI1-) .I4
P800:1
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5. Tamporary uuty in the United Gtutee
a. Justifioation
(1) Temporary ;;uty in the Snited States for an eziployee
stationed overneus must be preponderantly in the interent of the Govern-
ment, and as a dor:oral rule, tho por;od of duty should exceed any loavo
whieh may be ranted the elployee.
(2) Care must be exercised by the Requtine; Office in the
selection of an employee for tenspontry duty sinou tho ?Metal opacity
of that employee will have it bearinG on tho uulowabil.tty e expenses in-
cident to such duty, e.6., juntifioution OF tellportAry duty for a clerk-
stenographer would be difficult.
b. Leave
10,01.11?1?111.??????
'alb:mover an employee who is on teNporary duty In the Unitqd
Staten spends part wf tho periot: on leave and part on duty, he will be en-
titled to per diem allowance only for tho period actually spent in a duty
status.
4. Returnees
The Transportation suction will provide an escorL to meet re-
turnees at the Port of Debarkation and will urranGe transportation from
the Port to hondquarters when auch escort is required and speoific request
is made therefor.
TRSiTATIoR )z A?4Woa HoUSEHOL GJOL/S
1. General Provisinns and Limitation,:
The provisions and limitations of Public Lew 600 and 1-;x_cutive
Order 9805 shall be the basic authority for tho movement of families and
household goods and personal effects:
a. Transport,Atie.n of tha amployao, Aid initiodiato family, and
his household doods ftnd erects must be authorized by the head of the Agency
or his designee in a transfer order which specifically states that tat% trans-
fer is not for the p7imary benefit or convenience of the wiployee or at
his request. (Section 4, 80 9806)
b. The Government will pay the transportation cost of em-
ployee's "immediate family" only. "Immediate family" includes wife, child-
ren under 21 years of age and dependent parents. In-laws are not considered
as cart of the immediate family. (section 1, KO 9805)
CONFIDENI iAL
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"4 e
A,p,frpy?d For,Reilease.209,1/:(?9;0H6,;.-Rp,' )11700728R000100010001-2
0. Transportation (rz' the Immodlato fti 1 f the cvlo.i0o shall
So subjoct to the provisions of the Otandardized rravol lict;IjAtions ?Nieh
relate to transportation. (Jection 3, E0 9805)
U. 1:ciaisolto Lu ,ocus r4orAli effuc4% uhaii !iot inc.) ado
aims, liquors, anival3 or bit-his hu 4 nooussary in perforN(noe of offi-
dutios, or UtAtOgiUbil03. VUO-LL..D 7,
c. Thu Attal:aum uclot ullov.anco for Qxo tr(Insportation ,)r house-
hold 6uo,I1; and effects is 7,,.)00 pounds nut, or OW pounds paeked and
crated !'er omployoos with faAlies, and 2, UJ pounis net or Sla pounds
pacVod and crated for elployaos without fa:-illes. (Seotion 17, ?',J 9005)
f. All transportation el1oao6
?.) official station of atcrsvioy.ue ;f141.
offectivo ..14-40 of the transfer, (X3001..
11 ho excusive f Lje. s;aL in
which shi?ping rustrictons travoi
(Section b,
In conhoution vu t: thry chance
1 boL;ih tvitnin tw.J ar rtne
IAL Lho itAt or two ;oars
sorvico ant: tiLic Suring
and transportation Impossible.
6. Toriporary storao aff(:!cts
MUt ROL sccope4 sixty ci.zvs. (.iectin 2), :id)5)
h. Valuation ur proporty as declared 'or 0.4r,el3u8 niust
nut oxcleed that at which tho lowest freight ratus will typl. If CAl-
?Ivor) ,hisires hiLhor Irs.nction he L'hin assulie ollar"cs inlurred In ix.ouss
of the o!itir,,A!, at lowest raT;u. (oction 24, .i 9Eib)
1. Tho cosi, to the:ovornmuLt for transortIn,;
his tuhodiLto fmlily, and his houscheic 0,1os an,.! offCuts mut. nnt OXGQed
t4ts COnt by, the ;:.:ost economical ront butoun tho last offichd stuti,7in
and tho now official ztation, except L-ht ear a /icy: hppoiree to an uvur-
soul post, his izar.edii?to nouscho10: ?.;oods and ofroot :,1a.y bo
transpertod at overuaent e:4ponec fros placo of tie;hal residence at
tine of appointmemt to 0.ace, of uNployLaant outside continontal Unitod
States in accordanco with ?ublic Law 600, pruvidod tivt uch expense shall
not be allowed now appointeos unless rwci until the person solectod for
appointment uhall arue in writing to remain in f:ho rivernmt/nt icIrvico for
4 secified time fullowini; his c;ppointaant ualose separated for reasons
beyond his control.
j. 2c- overseas trans,:ortation, the actual costs of paCzini;,
uratinG, draya&e, umpackirt; unoratine: (not to oxoaed authorized weli;
will bo allowed. (Section 17, FO 9805)
k. For trahadortation within thu oontinental United 3tates, in
lieu of payment of actual expenses, reimbursement shall be made to tho
srlployee ou a commutated bauis at rates per hundrod pounds as fixc,d by
zones in Sohedule A. (Section 12, EO 9805) 14 claiming reimbursement,
otqi .
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1:,RATTIP13;117?,0728R000100010001-2
omployee rill ho roquirod to submit. original ovidonue showing point of
origin, dostinatioh and weiLht. (fieotion 14, W PI105) Upon exoeution
of a bond, an advance or funds may be nada to employee to cover the cx-
ponces for shipman of housahold offsets within tho Unitod ';tates.
tion 15, Ut:10:;).
2. Action ky cquenLia6 ir'fLuo
m. The Transportation Clearance Wfieor will:
(1) havo the (wployoo execute Yoru. Jo. 36-27, 1;eque8t fur
W,ovemont of! P)Amily and/or flouushol:: 1Xfects, in an on and two copies
prior to rmloaninG Wo) !equootn '1:,.)-Ji8portation ur Travol.
(2) roviow t.o nrf)rwAtio,) Aimishod on cyrL: 3,;-:".7 to do-
tor.7ino thb.t the request lc proprq-1;/ allow,,Llo in r.ocorchuoo with 1,,enoy
policy an!. roolation.
(3) list on th,) reverse of :'or m 36-27 any conditions inui-
dent to tho request. In :any oases the -ovtraent of to employeeto favtily
and/or hounsivild ipo :3 anl prsonal Jffects will bo conditional 'loon the
fulrill-lent of cor%rAn )1.)116atio.h (Inch an 6;io procure iont of adequate holm-
in6, Ulu approval of tho )f Licionafter tho olployee sorvod
probationary or trial pori, otc. It is tho rosponsibility of t:lo
fUearanee dfncer to indienta on tha rovorso side of or that the
Trarlapor;aton .;oe;;:on shoot ueor t2.n fro% tho i1 ):rano tifTicer that
all JUCII obliations hu Joon iaot r).!scre prucoodin,', with Lie %lovomont of
the family and/or household ??uusta ono e;Tects.
(4) send the u0oyoo to tho Traasportpition ;_:eot.on for ad-
vioo conoorninc what coots tho ;;overnment will pay and .WLizt rospohs;bilitios
tho 6ovornnent "ill nsathic in nonnoction with ',hu :4ovelont of his 2w-illy
'turf/or 11-Ylachol an offocts.
(5) formard oriGinal an; i copy of .eret 30-27 to the Trans-
portation ;fiction and retain n pondink, copy in hi a rile.
3. Aotion by Transportation 3oction
x. Domestio Transportation.
(1) In :ha case of domestic transportation, tho Transporta-
tion fiaction will, upon receipt of Moro 30-27, advise the omployee to make
his own arrangemonts for the novemont of effects and household goods and
sub it reimbursement voucher for payment in accordanoc with the proviaions
of Exocutivo Order 9305.
C crki 1141_
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25X1A hRprfvmlif, jor,Relpni219FIA/R91?9:,..9.1,4Nims..hopz281R000l000l000l-2
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(2) itdViUU t.iu tliAtii.oyOU i;runspurt, nit; i4avdiate faAly
in act,: orduaoo Lb Lilo t)t&)Vijlun: u Jtio,dur.11 zod .,ovorlwiont. iravol ;05..
6alatio44, 1..:xcour.lvo ..)rdar 98A), and At of iebruary 14, 1961. (tI.
d3(a))
b. Traaleotur.).on Lu ano ;rt.n.t Jvoratiaa
Tranmportatlon ;;ootion will:
(1) upon roocipt o1 orb' 63-27 obtain from ;.7.110 :;loarar,co
1.ifficor .tno ;16-4, hoquaut for ...h.rtircoaa .ih1p-
::ko4a1: of .'.;t4ri;o,in iAplicato; ?d-b, ;ociuont fu ck-up raid 4.J0-
11vor;y, in tr.ipilcutoi oto,loeanoom rovvmtinG armn0A4nLs bo a4de for tno
oovvriont of tno cviployon'u halodiato
(2) Arrt.46o for 1;no uraidni...? pion-up 6.110 traPGportation of
uftoct in Auoordanco WU, oatoblitthoki aut:4.)ritation.
I (6)1ALUUL Li o itqlboru of tho o;ploy0Wa immediate faaily
and arrani;a for pausportu, i.uilunizat.iona and Medical oxaminations, and
Obtatill flOQUEStitAry p i w in uocoreactioi..1Wi. u trat,iblistleo auttiori.-
za.t
(4) ::,st..ublish tipproprtis pundini; filoN innintniu a
follow-up unt.11 t.ho Auvomol.t. of houuohold an/or fuuily is Qom-
TRAN3PJRTA'ao:i .AJAYL.; Jo.J.
1.
o-
--------
1.4.? iuOifioooi Stuff SC.10ti.011 C01100110d will fill owt, on
fur )?krtIlratoull i&lpoxi of Geire,o, thdieatiijpo of funda
oitaripable, attach ono copy of requisiti,in of ;:rat 4011il to bet Shipped, and
fortiar6 tore.,,o Unit, TrailtsporCht.on Section.
b? I:taw? i,oaaibio facilitios will uo used to col-
lect, paok and crato tho Iiroperty for ship:tent. Tno Car 6ci Unit will for-
ward a shipping documont toisethor with a copy of Form 36-5, Request for
Pick-Up anti Delivery, to Storage and issue. Upon receipt of the property,
Gtorage and issue will l'orward a notice of delivery to tile cargo Unit,
altar packing and crating, will issue au accossplished document notify-
ing the Cargo Unit that the property, detailed as to weight and 'cube, is
ready for shipment.
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2. 3hipment to _Point of Imbarketion
b. Upon receipt cd thu ass4;nment of apace, tho Cargo jnit
will issuo a notioo of ahipmoh:, tc: Zitarage and insua or tA f;hf ccy:;v1rota1
enrriwr giving all necessary particulars au to the ahipment. In the event
property prepared for shipment by StoraGe and it$SQ0 oannot be ,aloved to
the point of aviburxetion by CC6 facilities, a '31(; 1411 of Ladin, will be
isaued by the Jargu 1;o eff; shipmont fro2 t waroh:Aiso t'ir.,114;h
coaiorelial means.
3. 4;hil,..7,ment to 3)estination
a. Tile will conplote ohipmrat to
destination according to t4eir rimpoctive pr000d!aroz.
4. .,othode of vaymont
a. (It i11 of Ladini; will be used to transport naterial from
inland points to -1= in connection with shipments through :Air and Navy
channels. A copy of tho bill of ladin will be forwarded to the FiScal
Ciection for oncumbranoce together with a copy of "Lotter of Transfer" in
the caso of houaehold effects. Bills will be, presented b the carrlars
din'ot to the Fiseal Sect!.en and payment will be nada in accordance with
applicable re-ulations.
CONFIDENTIAL
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(: ( IVI el ill IA E,1 () j\ (.; (, .1. .1 () ri,, () t)
1)1. N'i -
25X1A
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t:lti
LOCAL T i:it:;61101iT,E,T1,4;
1. ixtjr raoilities
n. 4 limitod numbor of puenonor onmi ahd truca:e, ti;rai,ped at
and oporaLed from the rotor Po l, aro ? by '.11f) Traourtation
:Action f'nr official nso b:/
2. Limitations on Ilue
e4. ut.1ic Law 600, 70th Courress, providoo
othorMiue pr,r-Adol, no appro-
priation ava;iablo for uny department nhall bo oxpondod.....for
the maintenanco, operation and repair of any uvvernment-ownea
pasuengor taotor vohicIo or aircraft no; U600 eelusivoly for (1.'-
ficial purposes; and "official purpoues" shall riot include the
transportation or offloors anti employoos bw:.woori thoir domicilos
and places of employment.... Any ,ffloor or enlployee cif .4o Culp-
ornmont rho Wilfully UfWG or authorizes 1c.ho uso of an:/ Oovem:Iont-
owned passoner -notor1 vonic_o or k?iroraft, or a1 ailsongor
motor voniole or alroraft loaded by the uovorntIont, for other
than official purposes or otherwioe violaf.cs thc: provisione of tell]
paragraph shall bo auspended from duty by the :wad of L:lb dopurt-
;lent conconted, a1,11 00!F.V21S C.J. ;p; ? fo t; f,bal Lodi
and shnll be awyouded for n lonrwr period or nummarll: re%oved
T.-iork office if oircumatanoes
b. In view -;117 ti foregoltn, JLaWto the followin rul6s will
apply:
(1) Trips are not autoorlied to or frov; tho passolIgor's home
or place where MOUI4 i?ro taKac.
(2) C.haoffewrs aro forbiddoil to doviu'tc= fro:a ?Iiroct
route to tit() destivation sot forth in the _Aspatcn1p unless previous
approval is obtained from to Dispatchor.
(3) Thl roqnirints of o;r:rW,1%; rui_?g posod un u ,aucard
in official cars fa.u.st c,overn both chauffeur and passenger.
3. Operation of Aotor Pool
a. Requonts for automobile transportation will e :4tadc
phontl call to tho bispatoher, Uotor fool, Transportation .ioction.
of the passenGer, time and pluen of departure and the dostination will be
given, and passonbor will he requirod to report proptly to tho point of
departure. Caro will be exercised to avoid reserving automobiles for ten-
tativo trips, and tho Dispatcher will bo notified pr.-A:Aptly wrion sooduled
trips are cancelled.
CO* DENTIAL
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CIO VAIIIIAL OF ASV Tn t3THAT VII: 1 11311111CVEM:i
iltocinov..Fxr
GigURRAL
I. Purpose
The purpose of thin instruction is to outlino the prooedure to
be followed in connection with the requisitioning, prooureraent and tissue
of supplies, equipment, and nervieen other than peroonai.
2. Organisation and Funatio 11
411???????????????????????
a. The Supply Sootion, Services jivioion, A Branch, in
responsible for the procurement, aterage, maintenance, end issuance of
supplies and equipment, and the procurement of contraatunl and miucel-
laneous services required for the operations of the ca.
To accomplish tno functions sot forth above, tho guppiy
Section has established the f011owing units
Proceesing Unit
Procurement Imit
Storage and Issue Unit
Contract Unit
3,al Rotate and ?aintenanco Unit
Appliance ?aintenance Unit
Special Preourement Unit
b. The Reproduction 3ection, servinen Pivtniov PA Branch*
in responsible for providing through its men facilities or npo all
printing and reproduction services, with certain exceptions, including
composing, drafting, mimeotiraphing, ditto, offset printing, cutting,
padding, binding, microfilming, photographic copying, photographic
printing and enlarging, photostat, osalid, and identifioation photography.
25X1A El REQUISITIONING
1. Persons Authorised to Requisition
Xxpondable items or reproduction work nay be requisitioned
from the Supply and Reproduction sections respectively by the designated
responsible officers of an Office or unit thereof.
25X1A
b. Requisitions for non-expendable items, contractual services.
and repairs to equipment must be approved by a Unit supply and Property
Officer, and In the case of items the cost of which exceeds D600.00 the
requisition must also bear the approval of the Chief of the Branch or
activity for which the items are to be used.
c. Requisitions for Communications items must be approved by
the Chief, Communications Divinion. (See Section
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CIO MANUAL OF AL&IIII/6111ATIVI:Ile'r VMS
2. Forms
The forms to be used in requieitioning supplies, oquipmont and
services Prem the Supply and Reproduction Sections are
a. Form 30-7, Request Per Rupplios, Nuipsent,and Servicon
b. Form 3(3-2, Reproduction Requisition
3. oatalo
Throe standard catalogs indicate all items stocked by CM.
A. Catalog or office Supplies ;expondablo itoms)m
b. Catalog of Office Briolpment (non-expendablo itoms)
o. Catalog of nxpendablo v,edical Supplies
* Part TT of the Cataloz of Office Supplies contains It licit
of approved MG forms; also informaiJon as to the various reproduction
techniques for guidance in requisitioning reproduction jobs.
4. General Routine for Ordering supplies, E uipmont and Sorvioea
41.1 Action by Requisitioning Office
(I) Number of Copies
To requisition supplies, oquipmant, or sorvioon, Fr.lros
No. 3C-7, Request for Supplies, 741uipmentland lervicon, will be prepared
in an original and two oopiee.
(2) Approval
The Requisition will be approved by the unit supply
and Property Officer, if for non-expendable items; by the Responsible
Officer if for expendable items; or by the Chief, Communications;
Division, if for communications items.
(3) Submitted to
Requisitions will be ibrwarded to the Chief, supply
Section, except in the case of Requisitions for expendable stook itens
which should be submitted direct to the Office supplies and Equipment
Sub-Unit.
(4) Description
(a) Requisitionssmast include a complete description
of the items required. suggested souroe of supply if known, model number,
specifications, and sketch of the itma when necessary.
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CIO V.ANT/AI, OAre:IIITeT1/,AT Vi' 1?ereeeeTIoes
(b) If utooked [teen, description must egret, with
catalog numbers and nomenclature.
(o) Requiuitionu for repairs should fully identify
the item, including make, !serial number if any, and the nature of the
repairs if kuown. FICEPTIORs - Safes - Repairs to or chances in
combinations of safes will not be maae by the Supply Noction, and no
Requisitions should be uubmIttod therefor. Requests for mach uerviee
will be made by telephone or memorandum to the locurity Divinion. (roo
25X1A edminiutrative instruoticmil .) Ilienever it is necessary to
necure this type of service,. from a commercial concern the eocurity
Division will requeoc the f,;upply 30etion to procure the purview,.
(d) Requisltions :or Contractual orvicon uuut be
supported by explanatory momorseda or utatomenta of juutificntion an
occasion requirec. Peolieinary conaultatiou wit?. t.(1 ch1orp supply
Sootion, in suggested to resolve quo/Alone in doubtful MOOS. Under no
circumstances 0141 neeotiationu be carried on or any contraotu or
ageeements be entered into or obligations or commitment:1 made except by
or on specific approval or a preporly authorized contractinG officer.
(5) Point of Dolivery
The point of dolAvery should bo inserted in the space)
provided and may be a point other than the place where the Requisition
originates. The original of the nequinition Form 10-7 will be the
action copy; one copy will be returned to the Accountable Officer for
record and for basic reference in the event of necoesary inquiries;
the remaining copy, in the case of expendable stock items, will accam-
paey delivery and be the record or receipt. The person recoivine the
iteue, Will be required to sign the letter copy. (In case of deliveries
other than thou? of expendable office nupplies carried in stock, serially
numbered Porn 16-10 will be unod for receipt purponeu.)
(6) When to Order
(a) Requinitione for all supplies and services
except expendablo stock itemn, punt be submit bed as fur in advance of
requirements as possible and any special urgency should be stated and
justified, netwithntnnding any oral clearance previously given.
(b) Requisitions for expendable stooked office
supplies may be requisitioned 24 houre prior to need, an delivery of
such iteme will usually be made within 24. hours.
(c) Requests for emergency repair service may be
made at any time by telephone call to the Chief, Appliance Unit, and
confirmed by requisition in the usual manner.
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rii Atitr,'Yt't .;
(d) Roquotto for such minoollanoout oervicos an
replays:tont of lamp bulbs, ropair or adjustment to doors, windows,
blinds, floors, floor coverings, radiators, pipes, may be made at any
time by tolophone (tall to the Chief, Rota retato Unit.
(7) Classification
ror prompt end orfoctivo lutudling of roquinitions,
all aupplies, oquipmont, and derv:Woo are grouped into classes. A
soparate requicition :Should be prepared for items fallini; undor sWeh
l'irW?Trases
??????11?0?W?????????????????=0111?01????
(a) Bwpondablo Office Supplieo listed in the Catalog
of offios !;upplioo.
(b) 3on-oxpondablo office rluipmont lintod in the
Catalog of officio Nquipmont.
(0) Modica'. Supplies
Catalog of Modioal Supplion.
catalogs.
catalog.
and Hquipment lioted in the
(d) Office Supplion and 'equipment not listed in the
(a) 10dioal Supplies and 3quipment not linted in the
(f)
communications Supplios and Nuipment.
(g) Space, utilities, and building maintonanoc can-
al:V.11g of oloctrioal or vorpentry 'work, acquisition of ivIditionsl
offico apace or moves botweca offices.
(h) Repairs to Office Appliances ouch an typewriters,
adding madhinos, numbering =chinos, etc.
(i) Leaseo, Contraotual servicoo, including the
qoquisition of space by lease or other arrangemonts; utility services;
repair, altoration,or imorovemonto of property; the installation of
end/or rental or loasing of facilitios and equipment and repairs thereto
for which the government is respaasible; special services of a contractual
nature.
(j) Operational Supplies and rquipmont will be
stockod, but not listod in a catalog for security reasons. nhon a
requesting officer has any doubt that the it which ho requires falls
into this ?lass, or if he requires any specifio information with regard
thereto, he will make inquiry of the Chief, Supply section.
CONFIDENTIAL
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25X1A 0.71 liATIU.11.. At717,77:77r7,77.71". rT1:177ri! rk
b. Action by riupply uootion
(1) The Chief, RupplY Section, or other addroeuee of the
Requieition ciii exemines approvo, anti forward Ow Pt) quinition to the
appropriate unit for action.
(2) If upon examination the itequieltion its disapproved.
the Chief, Supply !7ection, Tffll roturr oupiou of t.he Roquinition to
tho requenting office with A brief stetenect f rxplunution.
5. General noutine for ordoring Reproduction and inting
a. form 36-g, Reproduction Requisition, will be used for all
reproduotion and printing Jobe +.?,o bu Forfornled by (IC facilitiee. 3aoh
office requesting reproduction or runtorinl shell collaborate vit!? the
Chief, Reproduction section, to detorrtino the bunt type or reproduction
to moot the requirements of -1-.1u job ordered.
b. The Requisition should be prepared in duplicato and
25X1A forwarded direct to the Chief, Rc?productior, section. In too oases
where the job involves the draftirv of a new CIG form or the revision
of en established form tl!P 7oriuisi tion should be routed 'through the
'Procedures Unit, Financo Division (See Section )?
o. Printing or reproduotion jobs to be porforLed by the
Oevenusent Printinf; Offion or other outside agency should be requisi-
tioned on Porn 36-7, Request for Supplies, Rquipment, and Services, and
forwarded to the Chief, lopply neotion, in the usual manner. zen in
doubt au to the proper requisition to U.30 in a given instance, the
Chief, Supply section, or the Ch5,0f, Poproduction juction, aliciuld tic
conaulted.
25X1A PROCIMM1137f:
1. Authoritof for Procitrotiont
Tho right to effect purchases or enter into contracte is re-
served by statute to the 04rector of Central Intelligence and et,tralet
be exercised by any other individunl in Cr; except by specific delegation.
Such specific delegation has been made to the Sxectztive for the
Chief, Services Division; the Asaintant Chief, Sorvicos Division; and
the Chief. Supply Section.
The above named individuals are the sole agents for the
performanoe of the Aim:Aims of purchasing and contractinc,, and any
pnrchase, obligation, or corraitzumt on the part of eny other inevidual
will not be recognized or .1-..onorod by C/G. (see C.G. .1
In the case of contracts amounting to $2.000 or over, the
original and one copy will be certified as to legal sufficiency by tile
General Counsel'. office prior to releaee to the contractor.
Ui'ritiLhiiL
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citmarAg Foy itimtg,huisi1i6ianymo728R000l00010001-2
2. Methods of Procurement
e. Purchase Order Fern No. 3S-1 will be used as an authorise-
tion to a vendor to deliver supplies or services. It will be aimed by
the Chief, Supply Section, or his designee.
b. Contracts will be used for entering into formal agreements
signed by both the Government and the vendor authorizing the contractor
to furnish the services or supplies. rho contract instrument usually
employed will be the ntandnrd (.U.S.) Form no. 33 entitled. "Invitation,
Bid, and Acceptance.'"
es. standard (U.S.) Porn uo. 2 entitled "Lease between (blank)
and tlxo United Statee of Amerion" will be used to oontrect for office
or uthor epee() outside the metropolitan area of Washington, D. C.,
unless such space is otherwise available.
d. standard (U.S.) Form No. 40 entitled "Contract for Tele-
phone Service" 'will be used to contract for telephone service outside
the metropolitan area of Wanhington. O. C., unless otherwise provided
for.
o. Letters of agraement, or memoranda of verbal agreements,
will be used between CIO end other Government agencies and will consist
of letters of request and lettere of acceptance stipulating the supplies
and/6r services to be rendered to the CIO and the terms of rendition
thereof. Procedure for negotiating letters of agreement will be Governed
by the ciroumstanees surroundi.w, each individual case, but in general
such requirements should be approved and arranged for by the Hmecutive
for Personnel and Adminintration, and in all oases *leered with that
official r his authorized representative.
f. Bills of Lading. standard (U.S.) Moms 1103 through 1106,
will be used an authorisation to it carrier to ship supplies and materials
at government expense.
g. There are elan certain specialised methods of procurement
observed by the Supply Section, utilising special forms such as:
Standard Form No. 1, "fleouieition for Printing and Binding," for nh+mivi-,
ing printing and binding services from the Government Printing Office;
Government Printing Office Form R-2390, "Order for Standard Awns or
Supplios"; Perm NO. 10-292, "Request fer ifork to be Performed" by the
Public Buildings Administration of the Federal verks Agen0Y.
3. Bolutine of Procurement
a. Gone ntl
moradmIllImim1.4.1.0.4m
Requisitions for any item not carried in stock, after
approval by the Chief, Supply Section, and recording in the Processing
t 4 '
??:44 4 41 i
'
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rtnair-1 ro. r?
gm!.
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JA1 ? Mr Atv
. .
Unit, will bo routed to fto spixourfLato proouring unit for ncquieition
or the /toms by purohaso or otnor manna from cornerolel or governnont
nouroos in a000rdonoe with pertinent laws and regulations. ContrnotunI
purohases sulountina to 02,000 or vor, or contracts for continuone
sorvioes or loaning of apane will So handled in the Contract Unit.
All other regular purchasos will bo handled by the Procuremont unit.
Othor typos of acquisitions Nill be handled by other unite an ftenigned,
S. obligation or Funds
Tho preparation or the Purchase Order and/or contraot
involves the oommitment of KU expenditure which must be obligated on
the Allotnont Accounts of the Central rntolligence Group. Before a
Purchase Order, Contract, or othor instrument involving veuchered funds
nay no issued to a supplior for services, equipment,or 'supplies, the
document must be routed via the Budget 800tion to the Accounts Unit of
the Pieced Seotion for verifioation that binds are available. Indica-
tion that an obligation has boon establiehed will be placed on two oopies
of tho Purchase Order form; in calms of other instruments of procurement
whioh are not accompanied by Purchnse Order, the Accounts Unit will
indioate the establinhment of an obligation by oxocuting a Porn 34-U,
Uiscollnneoua Obligation Rocord.
If lack of funds prevents the Accounts Unit frum ostabliahing
an obligetion, tho procuring officer will notify the requiaitioning office
and the order will rennin in suspense in the supply Section until the
requisitioning office requests nnd obtains the necessary allotment of
funds from the Budget Sootion, and notifies the Supply Section accordingly.
o. Distribution or Vorms
(1) After the preparation of the procurement nom/moats and
the obligation of funds, copies or tho procurement doounonts will gener-
ally be distributed as follows:
Original, with additional copies where needed, to the
supplier of the commodity or service
1 oopy to the Mama Section
1 copy to the ft:solving station
1 copy to the Requisitioning Office
All other copies retained for internal use of SuFIAY
Section
(2) Contracts are an exception to the foregoing and are
distributed as follows
Original to GAO'via the Fisoal Section
1 eopy for Fiscal tiles
1 copy for contractor
Remaining copy(s) retained it. supply soction
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25X1A
STORACE AND T'3Lfl
1. storage
A warehouse at Roselyn, Virginia, and two stook rooms at North
Building are mainteined by CIO to nocommodate items of supply and
equipment carried in stock for term, Against requisition, And to receive
and dispatch all shipments:. The warehouse is the main repository of
dupplios end equipment.
A perpetual inventory of ell items carried in stook will be
maintained which will reflect the issue of stook, the balance on hand,
che rate of einsumption, and will servo ns A asin for periodic replenish-
ment of stook.
Any aurplus property will ho reported to the chief, Storage and
Issue Unit, on Form No. 36-24 entitled "Property Turn-In or Tranefer
Slip" executed in an original and 6 copies. noo Administrative Tnstruc-
25X1A tien
2. Incoming Material
a. Receipt
supplios and equipment procured by Purohaos Order, or
Oquivalont document in special camel, are received at the warehouse.
Th' reoeivini; clerk will inspect delivery for condition, to insure that
itews moot apecif'ioations, mnd ?heck it for quantity comparing it eith
the copy of the puronaso documont. The Storege And DMUS Unit will
institute claim? for leen, damage) or amiesion. Receipt of ahlpment
will be recorded on CIG Form 51-10.
b. Re-delivery
Redeliveries; to local osasigneen will be aocompaniod by
CIO Form 36-10 which is prepared in 7 copies, distributed an follows:
Original to consignee for receipt and return to warehouse
files
copy to Property Control :13-action for property recording
1 copy to the F5ncal Scon to support Audit and payment
of vendor's invoiee
1 copy to Accountable Officer
1 copy to Responsible Officer
1 copy to Processing Dhit of the Supply Section for
recording and completion of procureacct records
1 copy retained in files of Receiving and Inspection Sub-
Unit
NOM Delivery of stocked items will be accomplished in the same manner,
Wirthe exception of expendable Office Supplies for which the receipt
25X1A will be a coliiiirona 36-7, Request for Supplies, Equipment, or Service.
(See Section
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8. .11.?tEtilt!ltriAl
Domostio and oargo shipments will be prepared by tho Otoragi
and /ssue Unit where responsibility will reside for sorting, segrega-
tion storing. prooessing, waterproofing. packing. end marking in
25X1A
n000rdanee with socuri regulations. (floe Transportation. Adminis-
trative rnstruotion
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cluitwitifed9rAlgicalkski
t?T(MI3
P81-00728R000100010001-2
25X1A IIPMILATORY PROVISIONS novmmul Prtocintivms
or Dintribution tol
(Supply section only
1. General
Limitations proceedinc from various laws, from tho appropria-
tion act and the approved budget of a federal agency suoh as the CIO,
restrict the objeot, scope, and duration of procurement tranneetiono,
but in general permit the *gooey to procure equipment, supplies, and
sorvioes neoessary to fulfill its function. However, the right of
federal agencies and departments to ohoone sources of eupply, end to
some extent to choose materialo and services to meet their requirements,
is limited by the existence of a number of mandatory sources of supply
from which procurement is made by reference to a published nohedulo or
list of supplies or other reference.
2. Uandatory Sources or Sup0y
Ild?=01..?.11?11010.1???NO.M.M?4?????????????10?11??
4. Federal Supply schedule
The Bureau of Federal of the Treasury Dopartment is
authorized by E.e. 61O6, 47 Stat. 161*!, to execute contracts covering
federal requirements for generally used commodities of wide variety.
Theme contracts are assembled and published as the Federal supply
Schedule (formerly General Schedule of Supply). All items of supplies
and equipment listed in the mandetGry portions of the Federal Schedule
must be purchased for officer isithin the continental United Staten from
sources indicated therein. unless (1) a clearance is obtained to moot
special circumstances or (2) an emergency of a thoroughly justifiable
nature arises (6 C.O. 824. 16 C.O. 226). Where field services are not
specifically eovered by Federal Supply contracts, thane contracts should
be utilized whenever the contract prices and conditions are advantagelus.
b. Federal Whrehouse Supplies
In addition to the stookrooms of supply items maintained by
mostfederal agencies, there is a large warehouse of standard supplies
and equipment maintained by the Bureau of Federal Supplies in nAshington
and in regional offices throughout the country for purchase by covernnont
offioes. Purchases may not be made commernially of items listed in the
"Federal Stook Catalog" without a certificate of clearance from the
Bureau of Federal Supplies (8.0.6166, 47 Stat. 1517).
0. ItlAt64.12aq_laiLLT2.1nL
Federal surplus supplies and equipment are listed periodi-
cally in oatalogs issued by the Mr Assets Administration, pursuant to
the Surplus Property Act of 1944. when advantageous, purchase of the
items listed is required by the Federal Regulations based on authority
contained in the law.
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crempong F(Frt ReleiWerVilitirciVd? diAVP81-00728R000100010001-2 rtIST11 "r,
nem
d. Federal Priaon Industrten, Inc.
Federal agencies are required by law, unlesn npecifioally
exempt, to purchaae produots manufactured by the Federal irinon
Industries, Inc. (B.O. 6917, 46 ntnt. 391. 48 Stat. 1211). A "Schedule
of Produots" lists such ?latices of materials as are manufactured by
penal institutions and the introduction to eaoh class states whether
or not the respective ?lase id mandatory. The list inoludoe bristle,
cloth, leather) and metal products. Certificates of clearance must be
obtained from Federal Prisons Industries, Inc., before purohnning from
commeroial souroes. The Comptroller General has held that alleged
omergenoies or cheaper commercial prices are no authority for felluro
to comply (16 C?0? BO, 16-391, 17 C.0. 638, 16-312, and 14 c.a. 270),
0. Blind4Mado Products
Federal agenoion are required by law to purchase products
made by asnooiated groups of the blind working under tho auspices of
a Committee on Purchase. of Blind-tlado Products created by the Act of
006 (62 Stat. 1196). Pursuant to provisions of the statute, the
Committee issues rogulntions and publinhoa annually a "Schodulm-of
Blind-Made Products," listing such items as mates, mattresses, brooms,
mops, and mail bags. Purchases of ouch items without it certified
clearance from the Committee may not be made from oormoroial nouroos
even at a saving to the (Jovernment !21 c.o. 482),
L. Government irinting ofRizns
??????....MMIVOMN?40.b.??????re.
The Government Printing office haa been eatablished by
Congresa to execute all printing and binding and blank book work and
has been authorised to supply all related materials such as paper,
blank book, blank envelopes, ink, glue, etc. These supplies are listed
in two catalogs entitled "Blank Paper and Nnvelopes" and "Standard Forma
and Miscellaneous Supplies." (26 Stat. 62632 Stat. 481; 43 Stat. 692;
44 Stat. 660-1; 46 Stat. 1400; 49 Stat.476; 40 Stat. 1270; S 0.3.1656;
9 C.O. 493; 11 C.O. 156; 18 C.O. 666.)
Poet Office Department
Freaked envelopes of all descriptions maybe purchased
from commercial sources, opythrough ommtraots approved by the United
States Post Offioe DepariiET. (34 Stat.,476)
h. Public Buildings Adminixtration
The FBA is respensible by law (53 Stat. 661) for the
control and management of allibuildings in the District of Columbia
occupied by the government. This includes leftist properties as well an
govemmsent-enned buildings.
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The 'TA assigns space and performs or supervises all mlving
operations.
The authority expressed and implied in the Foregoing re-
quires that many mochanioal And custodial services be performed or
procured through the ?SA by CIO in conformance with regulations and
procedures established by thaPM/ for examples repairs to windows,
"
doors, and blinds; alterations to partitions; installation of special
facilities ouch as electrio fans end air-oonditionine, equipment, etc.
MA maintains a regular fore? of salaried moohanioe and per diem
employees to perform such services.
Clerranee from the NIA is neoessary for the proournment of
any of the above services from comeroial sourefts.
3. Domestic Preference Act
A general limitation on freedom to purehase is found in the
Domestic Preference Ant, commonly referred to as the "Buy American Law"
(47 Stat. 1520), which requires the Federal Government to buy only
domestic products unions inconsistent with the public interest or the
cost is unreasonable, or commercial quantities of a satisfactory quality
are not reasonably available. Such exceptions must be established and
certified to by the head of a department or independent establishment
or in certain instances by his duly authorised ropresentatirs.
4. Statutory Limitations on Specified Items
a. Among laws restrictimr, the purchase of property is 3 Stat.
5G8 which states that "No land shall be purchased on account of the
United States except under law authorising such purchase."
b. Leases cannot be entered into for the rental of space
without a specific appropriation therefor by Congress (19 Stat. 370;
6 C.O. 685; 17 C.a. 424). The Economy Act of Juno 30, 1932, provides
a formula limiting rent payable per annum, and mounts payable for
alterations, improvements, and repairs in rented premises. Permanent
improvements to leased property may not be made unless specifically
provided for in the appropriation (20 C.O. 927; 15 C.O. 50).
o. Passenger motor vehicles may not be hired or purchased for
other than the heads of exeoutive departments without specific authority
in the appropriation ooneerned (5 U.S.C. 78 as amended by Sec. 16,
Public Law 600). A coiling of $1,300 for passenger automobiles was set
in Section 408 of the Third Deficiency Appropriation Act of 1946, Public
Law 521. This sum is required to include certain accessories and equip.
nent (19 C.G. 988), but is exolusive of the costs of transportation.
d. Law books, books of reference, and periodicals may not be
purchased unless authority is specifically provided in the law granting
the appropriation (30 Stat. 316). This limitation does not apply to
the field service.
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('TO fliir.fiteCI)P?X1M5W7011C90%;;FAAPFIM-00728R000100010001-2
a. All printing, )i
ond blank book -4ork for Congresn.
the xxoeutive office, the Judiciary, cud ovary executive department,
independent office, and eatabliahment of the eovernmont shall be done
at the Goverment Printing ?Moe, except such clauses of work as shall
be deemed by the Joint Committee on Printing to be urgent or necessary
to have done elm:where than in the District of Columbin for the ex-
elusive IWO of any field service outside of said District (44 U.S.C. 111).
f, purchase of articles of a personal nature are prohibited
by decision o to or c F fliers C.G. . ince Of seal%
o es tet?R.TTre cannot be made except who:: specifically provided tor
in the appropriation.
K. Authority to dispose or oquipmont oy solo or exchange and
to apply the proceeds of oalo or exoteutge watt() to the purchase of
similar new equipment must be speoiacally authorized by law (31 143.C.
4H7 as modified by 57 Stat. 195; Geo aleo 23 C.O. 9$1).
h. The purdtaso of drinking wntor for office use has been
the subject of repeated euspensione by the Comptroller Oonoral in GAO
audit of oontraots and payments. There must be shown that (1".) the
necessity, from the Government' a standpoint, exista, and (2) no other
water fit for drinking purpose is available without charge or tit lover
oost (6 C.O. 90). Similarly, lee may not be bought for water purchased
without conclusive justifiention.
i. Unions insurance of government-owned valuablee in authorised
by specific statutory enactment, or speolfically authorized by the
Secretary of the Treasury, no obligation may be incurred or payment of
premiums allowed (60 ;tat. 479; 53 ;tat. 1358). Charges for transporta-
tion providing card In handling of shipments oommeneurato with their
value is permissible (17 C.G. 741).
6. Competitive Bidding
a. The basics statute among miscellaneous laws pertaining to
purchases is
Se
ft
Soc.
'
a
MIS
?
IRS
awe: nxcept
as o; erw SO prov ie. . .w pure eaten an. contra? s supplies
or services in any of the departments of the Onvornment?.., exeept for
personal services, shall be rade by advertising a sufficient time
previously for proposals respecting the same, when the public exigencies
do not require the immediate delivery of the articles, or porformoutce
of the service."
b. Competition and advertising are not necessary where the
amount expended for a purchase or service does not exceed the open
market limitation of $100.00 as provided by Public Law 600 - 79th
Congress (6 U.S.C. 41). However, purchases should not be split to
bring them within the exemption nor should term or definite quantity
eontraots be avoided to permit piece-meal purchases in amotants below
the open market limitations.
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ONfith.N Tamem
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0. The term "open market" is applied to purchaeoa from
coemeroial eouroes without restriction to competitive bidding. Not-
withstanding this relative freedom to purchase, administretive
disoretion and good menegement require a purchasing officer to uolicit
quotations from several vendors no a general practice. This establishes
proof of a rescuable effort to obtain reasonable prices without favor-
itism.
d. Where public exigencies require the immediate delivery of
artiolos or performance of service., the articles or services required
may be procured in the open market in a manner in which such articles
are usually bought and sold or such services engaged regardless of the
$100.00 limitation. where the umount of auoh an emergency procurement
in more than #100.00, the existence of an emergency must be certified
to by the procuring officer. This etatement of justification must
show acceptable explanation of the emergency and why the need for the
item involved could not have been foreseen in time to secure competi-
tion by formal bids. It should also indicate that the price Is just
and reasonable and the lowest obtainable under the circumstances.
6. contract Limitations
Government contracts must inoludo various provisions and
conditions *doh operate as limitations and are subject to reouiremmate
of various lawn.
a. Ho contracts or purchases on behalf of the United States
shall be made unlese the IMMO is authorized by law or is under an
appropriation adequate to its fulfillment (34 stet. 256).
b. Contracts for supplies me7 not be entered into for more
than one year (P.S. Soc. 3736).
o. Contracts involving installation, construction or labor
of any kind (with the exception of clauses of work specifically
exempted in the Act such as transportation by rail or water or trans-
mission of intelligence) must contain provisions requiring compliance
with the night Hour LINW (35 Stat. 137, 138, as amended by Act of
9 Sept. 1940. 54 Stat. 880 see also, 18 C.O. 672, 24 e.o. 376).
d. Contracts for the manufacture of supplies and equipnent,
amounting to $10,000 or over must include the requirements of the
Wilsh-eeeley Act, 49 Stat. 2036, with reference to wages, canditiona,
and hours of labor (20 C.G. 931; 21 e.g. 9).
e. Contracts for the rental of equipment may not lawfully
contain stipulations for the payment of damages resulting to the equip-
ment operated by the government under rental agreements (14 C.O. 139).
%pairs for ordinary wear, tear, and breakage (that is, such repairs
as are necessary to the proper and continued use of the rented equip-
ment) are permissible. These repairs, however, may not be made for
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cro MANUAL OF AreaumnAmm rwmuclIoNs
the purpose of returning the equipment in as good condition at when
rented. but Sr. restricted to suoh repairs or replacements as are
necessary for the continued use of the equipment by the renting agency.
r. Utility contracts must refer to the lease number of the
premises in which located or must contain a statement that the premises
are government owned in s000rdanoe with requirements of the General
Aocounting Office.
g. Unduly restrictive provisions or speoifications. nullifying
the clear intent of RA. 00. 3709 requiring oempetition aro illegal and
their inclusion in advertising for bids must be guarded against (16 C.O.
2661 13 NG. 284).
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25X1A
25X1A
,
cirtekRILKftyky F-Rir liVpilff.,2,9,,C1169V6T:,,,q1A19EF)1110728R000100010001-2
plininary
Orlit!,RAL
1, Authority
Ta nocordance w!th tho rov.Isiono of WCA 7itio l, uoctiono
09, 00, 91, O2, te Diroctor or Contrnl Int:01110mm in cOargod with
wntablishing and caroming roollutions portaining to all phanos of
property accounting for the con4.ra1 Intolli6onco Group.
Z. purpose
????????
This Imenual sots forth the polioies tald procoduron with rospect
to accountability of, and rouponsibility for, supplies and oquiintamt
at all CIO operating 'Anita and installations.
3. oefinitions Applicablo To I'roporty l'agulations
a. Accountability is tho obliGation of an individual ortioially
(IbflifttIJdf Wtairt a fornal rccord of nupplies and eq4proont on a
stock record account. An individuni so dosiLnated will be referred to
as an Aacountable 3upp1y and froperty ()frit:or. The term "ttocountable
supply and property ?flit:tor" rot.'ora colloutivoly to a nnit Supply and
Property officer, a ccmtrrtl. Supply l!ttid Proporty Officer, and a
Connolidated tip p ly and Property Officer as defined in paravaphu bp a,
and d below.
b. A Unit 3upP1Y And Property Officer (formerly known nti iiranch
!7uap1y and !'roperi,i0ferCer) ia an iiidorma officially desionted to
ho accountable for all non-expondable supplies and equip:aunt immed on
receipted inntrumentn to renpcnsiblo individualo in usinf, unitu under
his supply jurisdiction. A nnit Supply and Proporty Officer 'trill
normally function at the office, branch, or division levol in the
"?ashington area.
o. A Central Supply And Property Officer is an
officially designated to be accomittele Mr supplies and equipment in
stock availabla for issue at a central storage point.
d. A consolidated Supply And Property Officer is an individual
officially deo galk ? a an ndopen ant ns rill a on to be accountable
for all non-expendable supplies and equipment at the station or its
satellite units.
re A Stook Record Account is a formal basic record showing, by
it, the rirse pt and disposal Of property, the quantity on hand and/or
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issued to renponsible officers, meintained b an mocountftble supply
end property officer on preseribed forme, which in subjnot to audit.
g. Reeponsibility is the obligation of an individual for the
proper custody, care, and safekeeping of public property- in his
possesuion or under his supervision whether or not a signed receipt
has been tAven.
h. Direct Responsibility rests with an individual to whom property
has been entrusted and who is specifically charged with its ?aro end
safekeeping.
i. Supervisory Responsibility in the obligation of the senior
individual or a unit, (orrice, branch, division, etc.) or an independent
installation, to insure that all property under his jurisdiotion in
properly safeguarded, administered, and accounted qw.
J. A Responsible Officer is an individual specifically charged
with the care and sat ekeeping of property reoeived frwn an accountable
supply and property w7ficer on a signed receipt.
k. Non-Expendable property inoludes all supplies and equipment
not consumed in use anorwhich ordinarily retain their identity during
the period of use, such as vehicles, meohines, desks, typewriters, etc.
1. p!pendable property includes all supplies and equipment which
are consuM5Tor lose their separate identity in use. Spare parts, which
are um) to repair or complete other articles; office supplies, such as
stationery, pencils, etc., are considered expendable items upon issue
to using units. Items of equipment whioh are usable Vor a short period
only, or which are easily broken will be considered expendable upon issue,
and will not be carried on the control records of an accountable supply
and property officer.
m. Pecuniary Liability is the responsibility of an individual
to make restilution for-the lose or destruction of, or demet6e to4 public
property. Pecuniary liability arises trots the failure or an individual
to exercise proper responsibility.
n. A Voucher is an instrument used to evidence a transection
on a stock ree-dia-lecount. Normally, there are three typens
(1) A Debit Voucher is an instrument listing articles to
be entered on a stook record account in order to increase the "balance
on hand".
(2) A Credit Voucher is an instrument listisv articles to be
entered on a stook record account in order to decrease the "Balance on
hand".
(5) An Adjuntstent Voucher is an instrument used to bring the
"balance on hand" figure, as shown on a stock record account into agree.-
stunt with the quantities actually on hand and/Or issued to responsible
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C;INSIdCIOSFOORIetastee12MO
41
individuals.
Fiqty/49728R000100010001-2
o. Publio Property and Propert ere z,eneral tome referring to
expendable and non?expendable iip1ies and equipmont, but do not include
roal property, sues as buildtnzs, loaseholds, etc.
p. Installed Propertyrufers to moveable thiret's such as equipment
epparatus, appliancos, fixtures, anu machinery which have been fixed in
place in, or attached to, real property, but which may be sekvered or
removod without dentroying their identity or utility.
q. heceipted Instruments and Signed Recoipts are Loneral terms
referring to all signed Craniror and issue documents used to effect
the assumption ef, or relief from, accountability and/6r responsibility.
4. Accountability And ResponnibllLty_212.1
a. Differences
Acoountability Jo the function af koopinG n iormal stook
record account of supplies and equipment in storage and available
for issuo, or of property whioh has boon iscuod to roapoesible individuals
on signed receipts. Responsibility ariscs from the possession of property
or from the supervisory juriediction over others who have possession of
the property. Each of these oonoepts of rosponsibility or uocountability,
or a combination of (net, may be attached to one individual ue of any
momonte
b. 2.2.222ait.LIL!LLiclia
An individual who carries property on a stook record account
and who has said property in his custody, either in use -Jr in storage,
has both accountability and responsibility.
c. Accountable 'Atli
An individual who carries property an a stock record account
which is issued to a using unit on a signod receipt is accountable but
not responsible. The responsibility in this case rests with the individual
having posses4ion of the property.
i.SIMS TO BE USED BY ACCOUNTABL7 SUP: LY AND PROPERTY Oii1FICFRS
1. Forms And Purposes
a. Fern No. 36-7, Request for Supplies, Equipment, or Servioe, will
be used by an tocountable supply and propeity officer and deSignaied
responsible officers to requisition supplies, equipaent, or services.
b. Fors No. 36-13, Accounts Control Reqrieter, will be used to
record pertinent inforustairrela ive to -The subao?nts of responsible
officers established under the supply jurisdiotion of a Unit Supply
and Property officer.
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o. ram Ho. 36/14 (Fees)), Stook Control Cwrd, will be one by a
Unit or Consolidated Supply and Property ofneer or meintaining a
running balance, by itom, of non-expondablo property on hand and/Or
issued to sub-acoounte under their control.
di. Form No. 36-14 (Roveree), Accounts Control sootion will be
uoad by R Unit or Consolidatod Supply an-a Nooperty OITicor for maiotaining
a running balance, by item, of non-expendable property Unwed to
individual sub-aocounta.
e. Form No. 36-15, Voucher Registor, will be uued to r000rd, by
voucher numbor, all traneaotions pound to a stook record account
maintained by en ccountable supply and property orficor.
f. Form No. 30-16, Report of Inventor Ad ustment, will be used
to adjust diecropancies 014 the a oc record or ds of an accountable
supply and property offioer, if said diecrepanoies are tho roault of
orrors in nonenolature or posting. othor usea for Form No. 36-16 ere
discussed in paragraphs 712 and 715.
f,. korai No. 36-10, Survoy Report, will be usod to record the
circumstances concornin th0 lose, damage, destruction, or theft of
public property, and serves as, or (supports, a credit voucLor to the
stook record account of the accountable, supply td proporty officer
concerned.
h. Form No. 36-22, Consolidated Property Report, will be used by
a Consolidated Supply and Prooerty Officer at an indepondent installation
to indioato, by item, the total gains or losses of oxpondablo nad
non-expendable property which eavc occured t.ht month.
I.Porm No. 30-24, Proem-to Turn-Ie Or Tranefor Slip,
used to return property to-TIMITItiTIRWIFIZTa-5777717Mate
transfer actions between accountable supply and property officers
and/6r reoponsible ?Moors.
j. Form NO? 36-25, Pro orty Inventory Record, will be ueod
by a central Supply and Property Officer to maintain a running
balance, by item, of all supplien and equipment in stook available
for issue.
k. Form No. 36-42, Voluntary Pvmont For Tublic Property, will be
used by AU individual who desires to maks voluntary payment for the loss,
damage or destruction of public property.
25X1A IIIIAPPOINTIUZT OF ACCOUNT/074;8 SUPPLY ARD PROPVRTY OTTICFRS
1. Requirements
a. Rho May Be Designated
Any commissioned or warrant officer of the U. S. armed
services, or any U. S. civilian employee, CAF-7 or above, may be designated
L.
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tiuNt WENT IAL,
1.4p itlidatiLF af?FttatiEtiEMNIYOINJ6 :ICYN-Foxraciiia728R000100010001-2
as an aeoountable supply and property officer for publio property under
the jurisdiction of this Agency.
2. Appointing; Authority
a. Lull Suppy Proportj fioer
ffithin the various operating units in the Naehington area,
the accountability of a Unit Supply and Property Officer will normally
be established at the branch or division level; howinsor, this in not
mandatory. It shall be the prerogative of the Assietent Directors of
the various Offices, and of the Chiefs of similar operating echelons
(branch, division, etc.) to prescribe the accountability level for
units under their jurisdiction. The appointment of a Unit Supply and
Property Officer will be made by the individual heving supervisory
responsibility over the unit (office, branch, division) at which the
accountability level has been establiehed.
b. Central Supply And Property Officer
A Central Supply and Property Officer, who is reaponsible
for the receipt, storage, and issue of centralized supply stocks, will
be appointed by the Chief of the Services Division.
0. Connolidated Supply And Property Officer
A Consolidated Supply and Property ?Moor for an independent
Installation will be designated by the Chief of the Station. Me
appointment will be made with the concurrence of the office in nauhington
having jurisdiction over the establishment.
3. Confirmation of Appointments
a. Preparation Of Appointment Orders
The appointment of an accountable supply and property officer
will be confirmed by the use of an office operating procedure, or
through the media of a written memorandum, initiated by the unit (office,
branch, or division) having the appointing authority. The appointment
order will indicate the name, grade (military or civilian), office
looation, account number, and supply jurisdiction of the designated
accountable supply and property officer.
b. Distribution of Appointment Orders
The following distribution of appointment orders will be
required:
Division;
(1) 1 copy to the individual designated;
(2) 1 copy to the Property Control Section, Services
(2) 1 copy retained bathe files of the appointing authority.
f! ' M
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010 Jec 90finitoreilwig?i8R44mitg-00712.8R000100010001-2
Supplementary distribution will be made at the disorntion Jf the
appointing authority.
1111rasiqu6 OF PRoPtitTY ACWUNTABILITY
1. Transfer of Property on Stook Reoord Aocuunts
a. Routine Transaotione
Normally, the transfer of supplies arid equipuent between
accountable supply and property officers or this Agency will be
effected on a suitable transfer documont, such as a Delivery Ticket,
Form No. 36-10, or Property Turn-1n or Transfer Slip, Form No. 36-24.
b. Change af Accountable Officers
Than a complete transfer of property oocurs, the officer
being relieved of accountability and his successor will sign the
following certificates prepared in quadruplicate in lieu of transfer
documonts:
certify that the balances shown on the stock record
account of . Account Number
(Name of transferring officer)
Central Inte11i4enee Group, as of the above date, lest voucher
Number dated 19 . are true and correut
to the Viarof my knowledge and belief, and that the property has
this date been turned over to
pursuant to
(Name or receiving ottioorl
(Order directing transfer)
(Signature of ?Lacer turning over
property)
I certify that I have this date received from
(Name)
predeoessor, all property pertaining to the above designated stook
record account for which my said predecessor is accountable, as
shown by the last audit of the amount, plus all proper charges
against and less all authorised credits to my predecessor's account
to the time of transfer, last voucher Number dated
19 , sod that I have this date assumed accountability for
picill7rty pertaining to this account.
(Signature of officer receiving property)
??,11"1 C\NA?
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C
C10 utZempycli Firisfidefttirg_924(09i90 #11113gO1-00728R000100010001-2
A PPROP s
(name en e 0 itind?Ertr?r.WT-117?ita y
o. invontory rrior To Assuming Aocountability
It shall 1)e the prerogative of the newly appointed accountable
supply and property officer to takn a oonploto physical inventory
before aseumine accountability ror any public property. Thin action
should be nomoloted prior to tho sieniuc of the Cortifioatc of Transfer.
d. Distribution J!: Certifionteo of Transfor
Info nope of tho Cortilioeto o' rerannfor will ho rotsinod by
tilts individual who is boine roliovel of the noeountability. ono copy
will he fund with the property records of thn account, and two copies,
togother with n copy Ar tho ordero direotine tho tranutor, will be
forwarded to the Chief of Services, Waxhington, Attention: Property
Control Gootion.
2. Action Upon Death Ir Local Incapacitation
P. Inventory of Property
Upon tho death or leen1 ircapacitetioa or on individual
who hen been designated to be an accountable supply and proeorty efficer,
the senior individunl of the opornting unit or independent installation
will appoint a board of throe persons to invontory the property to
25X1A the extent deened necnsoary to nsoortain thn correctness of tho stock
record account. DiscrPonneies disclosed by the invontory will be
immedistoly ediostod by thr invontientin t-,oard. The tranefor of
accountability to a designated individunl 1;111 he offected in mccordance
rith paragraph above.
b. Preparation And Distribution Of Report
A cot:pinto report on the Andines of tho board invostigating
the account, together with a list of balasloos of property inventoried,
and the Certificate pf Transfer, will bo prepared in triplioate and
submittod to the ppointing authority for approval. Upon approval,
one copy of each will be filed with the property r000rde tend teo copio:
will be forwarded to the Chief of Services, Washington, Attention:
25X1A Property-Control Section.
PROPKRTY Accourrma
1. General
a. All property owned by this Agency in use or in storage which
has been acquired by purchase, transfer, or Any other moans must be
a000unted for on the appropriate stock record account of an accountable
supply and property officer, unless otherwise provided for in those
regulations.
.")
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h. An aocountable supply and property offioor, upon discovery
of unemounted for property, will sonount for said property on his
stock record account. Al] other individuals, upon discoverinff, untwoounted
for publlo property, will ha rosd)nsibln for reporting sumo to the
appropriate accountable supply and oroperty ?Nicer concerned, in
order tout hevessary action Kay ho taken.
o. There will be three types of acoountable supply and property
officers in this Aonoy; namely, Unit, Central, and Consolidated.
Raoh type will be discussed in the onnuin!, paragraphs.
Z. trait aupply and Property officer
a. Duties
?????????????????????
Thn duties of n Unit Fupply nnd Property officer will be,
(1) maintainini, a ntlok record ncnount qnd nn "Accounts
Control" record, by item, on Yorm no. 36-14, on n11 non-expondable
proporty issued to using units under his supply Jurisdiction;
(2) roviowing, approving, and procossing nllrequioitions
and transfer actions for non-expendable supplies nnd equipwmt initiated
1:f losponsible officors ander his control;
(3) roviewin; and processin.; all 7;urvny oports which
an:0ot hin stook ronord account.
b. Accountabilitz eu:d ilesponsibiiity
Tho ft000untabilit!- non-uxpendahle property in use, or in
the possessioa of individuals within a given operntin unit (office,
branch, division), in the Washington urna will rest with a designated
Unit Supply nnd Property Officer. formally, the Unit Suppay and Property
Officer Will not have oustody of tam property tor which he is nocountablo?
and, therefore, the responsibility rests with th,i using individual or
unit. Utilizing Form No. 36-13, Accounts Control Rezistor, the Unit
Supply and Property Officer will ostablish and maintain sub-socounts
and sub-account numbers for the using units under his supply Jurisdiction.
An individual within each using unit will he designottnd as thr responsible
officer and will assume the responsibility for the requisition, remeipt,
and safekeeping of pro2orty charged to the sub-account. This
responsibility may be redolegated to individuals hav1n4 custody or use of
the property.
3. Central Supply and rroperty Officer
a. Duties
A Central Supply and Property Officer will be oharged with
the receipt, inspection, storage, and issuance of all supplies stocked
at a central point.
CONFIDENT1 At_
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b. Aceountability and NOtillmin 1.b Iii ty
All expendable end non-expendable supplies and equipment
storcd et rt central supply point will be accounted for on stook record
oards smintnined by a central supply and vroperty Officer. porn no,
yroporty inventory Record, will be used far this purpose.
Aocountebility and responeibility for supply stooks will rest with
the Ventral nupply and Property officer until such time us they are
issund to usint; units on valid credit vouchers or otherwise diepoand
of.
4. roneolidatod Supply And Property officer
A. puttee
Coneolidated Cupply and roporty Officer will be charged
thc roidisitionin6, rocoipt, inaisiction, storage, and test:ands
of GI 1. auppllos at an independent installatiori.
b. Accountability and Responnibility
All non-expendable supplies and equipment OH hillids and/or in
Imo at ot independent in3tallation will be accounted for by u doeiquated
Con ri i anted Supply [cid rropor iy Jeri cer.
ThO;;tool.: control Card, Porn No. 116-14, maintained by a
Consolidated Supply und uroportv officer will refloat, by item, the
quantity of non-expendable property on hand or in use at tho inatallet-
tion.
:VIIOCK* 1I-3(70IZ) :LUC( PI nr
1. 97mm:oral
a. A,lthoui,b there are cone deviations in Iio prooedures used
'.Jy Unit, Central, arid Consolidated Supply and Property Officers, the
banjo principles involved in maintaining their stook record accounts
are the 0E030. In All oases, the purpose of a stock record account
ia to record receipts, issues, tuid trim:31-'0ra or suppliee end oquipmont
in aueli a mulner ?Itat the qutultitieu on hand =die: icaucti to uaing
units can roadily be determined. The value of a stook reeord account
is derendent upon the KO011rney raid ourrontneso of the ?eating:3 made.
b. in order to naiutain adequate control of stock reeord accounts
established in this Agency, an account ntuabor will be assigned by the
Property Control Sootion. Services Division, to each account.
2. Voucher Register
a. Recording By Voucher weather
An accountable supply and property officer will utilize Perm
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oroved For Release 2001/09/06,. CIA-KIIP8,1-00728R000100010001-2
CIO 681 01, ADmiN'..6THATIVE IN3TRUCTION3
No. 36-15, to establish andenintnin a Vouoher Pegister ;er his stook
record aeoeunt. Erich instrusent to be posted to the stock record account
will be recorded in the Voucher eecister, end the voucher number will
be indicated thereon.
b. Method of Ift.....____AphaLt
Vouchers to a stook record account will be numbered in a
sinele series commencing with No. 1 at the beginninc of each fiscal
year, and will be maintainsd in numorical order. Each voucher number
will be prefixed with the letter "D" for debit voucher, "C" for
credit voucher, and "I" for adjuntment voucher (Deports of Inventory
Adjustment and survey Peports). Debit voucher numbers ahead not be
essii;eed to any document until the property has been reoelved. Credit
and ndjentment voucher number& should be Designed to tranarer nnd
adjustment doeumente at the tire of preparation.
A separate sequence of numbers will not by entublished or
used for debit, credit, or adjustment vouchers.
3. Voucher Files
a, An accountable supply and property officer will establish
and maintain a permanent file of signed vouchers used to evidence
transactions on his stock record account. All documents posted to
the stock record account will he filed by voucher nuMber. Vouchers will
not be considered a valid posting media until they have been properly
signed.
b. In order to reduoe the bulkiness of the Alen, it is eu6gested
that no more than fifty (50) vouchers bts pieced in one folder.
e. Voucher files which have been nudited and cleared may be de-
stroyed after retention for a period of two years subsequent to the
date of audit.
4. Accounts Control Register
a. A Unit or Consolidated Supoly and Property Officer will
utilise Form No. 36-13 to record pertinent information rclatlyy to the
sub-accounts of responsible officers under his supply jurisdiction.
b. The following data will be shown on Form So. 36-13 for
each sub-account:
(1) Account Number
(2) Section (over which the responsible officer ha supply
jurisdiction)
(3) Room numbers (of all rooms over which the responsible
officer has supply jurisdiction)
(4) Nano of responsible individual
coNp TIEN,
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iovutatd tc?rAipmgpiyiperhelpyR,90728R000100010001-2
(6) Grade of reeponoible individual
5. Responsible Offioorte daokot Files
?????????????1/0001110.1.0.11144.....141M.O.M.?????????.....??????????????????M?40...11.????????
a. Unit Supply nnd Property officers may ontablish and maintain
individual jacket files for all responsible ?tricorn under thoir supply
jurieidoation. Enoh individual jacket filo will aerve an an informal
record of debito und credits to a responsible offioor'n account and
will further substantiate the postings made to tho Accounts control
gootion of Form No. 36-14.
b. A document pincod in nn individunl jacket file should be
cross-referenced mith the corresponding aimed instrument in the voucher
file.
6. Stook Record Cards
a. Unit and Connolidatod (7upp1y and Property Officers will maintain
Stock Control Cards, Form No. 36-14, on all property for which thoy are
accountable. Central Supply and Property ?Moors are authorised to use
Form No. 36-26, Property Inventory Record, in lieu of tho Stook Control
Card. Forns Nos. 36-14 and 36-25 are commonly referred to as stook
record cards.
b. Separate stook record cards will be established for each item,
of non-expendable supply an hand or in use. A complete dosoription of
the item, including size, model, etc., will be shown on the face of ooh
stook record card. Standard nomenclature, unit, and stock number as
listed in MG Stook Cateloguos and in supplemental stock lists will bo
used insofar as it is ponsible.
o. Unit aril Consolidated Supply and Property Officers will utilize
the face of FOrm no. 36-14 to record receipts and transfers of non-
oxpendable property for which they are accountable. This will be
accomplished by posting individual debit, credit, and adjustment vouchers
to the stook record cards. The balance figure on the face of Form No.
36-14 should at all times reflect the accountability of the a000nntftblo
officer.
d. The reverse side of Form No. 36-14, Accounts Control section,
will be used by a Unit Supply and Property Officer for maintaining a
running balance of each item of supply issued to individual responsible
officers in the sub-accounts. The outer left-hand column of the Accounts
Control section mill be used to indicate the voucher number of tho
transaction being posted. The outer right-hand column will be used for
posting the total quantity of the item issued to aliiiub-accounts, and
this figure should equal the "balance" column on the face of the Form
No. 36-14.
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CIG VANUA', 0?jjp Ih IVRAT IVJ 11";.;.TIM7.77(Iff3
e. Thy, supply nativity or nn indopondent instaIlotion dooa not
25X1A warrant the establishin4 cnd maintaining of the A000untd Control auction
of Porn !To. 34044 AS outlinod in paroaraph bove. Thoroforo,
the maintenenoe of a stock record account by a Conoolidated Supply and
Property Officer will be limitod to the face or Irorn No. 36,-14.
f. Postino to all stock rocord cards will bo currently mid
aocuratoly made within 24 hours aftor t receipt or transfor action has
boon compIoted.
25X1A
7 7. Poating to ft :31),pply and i'ropurty officer' s Stook It000rd
Account
a. Use of Form Ho. 36-14
???????????????????????
The stook record account of a nnit upi1y and Proporty officer
will ho naintainod, by item, on a (tock Control Card, Form Eo. 33-14.
b. ProcessinG Copies of vouchers
Fxcept as noted in parai;rapl- below, all trona/Lotions
panted to the stock Control card, Porm 4, will rorloot a thane
in the Unit nupply and Proporty officer's total acoountability. This
will, in turn, effeot individual responsibility in one or more sub-
aocounts. tn view of the abovo, It will be necossary for a Unit Supply
and Property Offioor to pmcoss two oopios of each voucher repr000nting
IL sincle tranoaotion, one copy will be voudlered, posted to the hum of
the Formti. 36-14 to reflect the increaso or decronso in accountability,
and placed in the vouchor filo. Tho other copy of the eauchor will be
posted to the Accounts Control section of the Form Ho. 36-14 to indicate
an increase or decrease of responsibility in the sub-account concerned.
This copy will then bo placed in the responsible officer's jacket filo.
c. Balancing of Accounto
The balance as ehoun on the face or the Form 70. 76-14 should
. equal the total balances o.t1 Olt) sub-accounts shown in the Accounts
Control Section of the Stock Control Card.
d. Transfer betwcau Sub-Accounts
A transfer of property between the sub-accounts of a Unit
Supply and Property officer will not be rofrooted on the face of the
porm No. 36-14, inaemuch as no change in total accountability has
occurred. Such a transaction will be posted to the appropriate sub-
accounts in the Accounts Control Section of Form No. $6-14 and eopios
of the transfer documents will be placed in the jacket files of the
responsible officers concerned.
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25X1A
CAPPIMAC..r7VRIV:4151-YiT.IZISIY-11-411 11146c1(79P728RD0010001000V2
U. Posting th a Central :14:ppl, und oru?orty Officer's stook heoord
w1INN. .1.010
Account
.11?1111111.11?04111111.0.
a. Use of Form Ko. 30-26
The stock record account of k Contrul Supply and Jroperty
?Moor hill 6e mointained, by item, on u Property inventory R000rd.
Form No. 36-25.
b. Prooessing of Auoountability Documents
All instruments representing transactions witch rofloct a
chango in the accountability of a control Supply and Rroporty Offioor
will bo Nouchored, posted to the appropriate stook record oarde. Form
Mo. 36-26, and placed in the voucher Pile.
9. Posting to a Consolidated Supply und Property Officer'a Stook
Record Account
a. Use of Form ro. $G-14
?????11.???????1111...
The stock record account of ft Consolidated Supply and PrePortY
Officer will bo maintained, by item, on Form No. 36-14, stook Record Ckrd.
b. Purpose
The primary purpose or a stock record account at on independent
installation is to record reneipte and trot:afore of non-expendable
supplion and equipment in such a manner that the quantities on hand and
in um are accurately reflected at oll times. NO aegregation will be
made in the amounting for non-expendahlu property in stock or in use
at independent inatallations.
0. Postinge
Consolidated supply and Property Officer will account for
all receipts and transfers of non-expendable property by posting
individual debit and credit vouchers substantiating said transactions
on the face of Form NO. 36-14. Adjustment vouchers will he posted in
accordance with co:event instructione.
10. Corrections of Mrroneous Hatrios an Stock Reoord Cards
a. Restrictions
Accountable supply end property officers will not make
erasures or alterations of entries on stock record cards. Corrections
will be effected as prescribed in the ensuing paragraphs.
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CIO MANUAL OP' MY INISTBAT/VM rnsermirmotts
b. correction Before Additional Postings
When an error is discovered in a posting, and if subsoquent
pontinge have not been made, the incorrect entry willbe ruled out with a
narrow, but not obliterating line, and the oorrect pouting will be made
on the next line.
o. Correction After Additional Postings
rhen an error in posting is discovered, and if additional
postings have boon made prior to diaoovery of thu error, the correction
will be effected as followa:
(1) If an incorreot figure hes been posted in either the
"Receiv d" or "Issued" ("Returned" on Porm No. 36-14) column, the
oorrootk entry will be made on tho first available line, uning the
original voucher number and date, together with tho notation "Corr."
The not figure (debit or credit) necessary to make tho correction end
tho now balance will be posted.
(2) If a correct figure hen been entered in the "Received"
or "Issued" column, but AU arithmetical error ha a bean mado in computing
the balance, the correction will be made on the first available line,
using tho original voucher number and data, with the notation "Corr.
Bal. Only." No entry will be mnde in tho "RocAqvad" "reaued" animism.
d. Posting on reron4 Stook Card
when an entry has boon posted in error to the wrong stock
card, the adjustment will be offeoted an follows:
(1) If tho error in discovered while the entry in being made,
the posting will be disoontinued, ruled out, and initialed. "aithout
further notation on the entry will be posted to the proper stook card.
(2) Providing no subsequent entries have been made, the
procedure described in (1) above will be followed when the error is
discovered at a later date.
(3) If subsequent entries have been made, the improperly
posted stock record card will be adjusted by a cancellation entry.
The date and voucher number of the original incorrect entry vdll be
posted together with a notation such as "Cancel Post. 12-17" (12-17
being the date of the original posting). The amount of increase or
decrease (the exact reverse of the original entry), and the correct
"Balance" will then be posted. Using the original date and voucher
number, the correct posting will then be made to the proper steak
record card.
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CIO MANUAL 074? AIIIIIIIIMATIVE I1ISTItliCTTO7I8
SURPLUS PROPS=
1. General
4.1.1?111111????????????
a. The term "Surplus Property" as used in this paragraph
refers to supplies and equipnentrUch have become excess to the needs
of the Central latelligenoe Croup, nnd which have been or will be
deolared se such to te propor dinposel agency.
b. no final determination of surplus /supplies and equipment
will rest with the Chief of tho .3uPP1Y Sootion, Services Division,
or his desioated representative.
2. surplus Property Records, rashington Area
????????????????
n. Transfers to sur luta Property Officer
Property which has been determined as being surplus to the
needs wc* this Agency will be transferred to the surplus Property Officer,
supply eeetion, r,ervices Divinion. Such transfers v111 normally be
initiated by a Central Supply and Property Officer and will be made
in accordance with current tlransfor procedure.
b. Records
111011111?11101?11?1?111110.11=1111?1
The Surplus Property Officer will maintain necessary records
to insure that all property in hia custody ia adequately accounted fbr,
and that records of receipts, mAnua records of dieposals, equal the
stook on hand at all times.
3. Surplus Property Officer, Washington Area
a. Responsibilities
In addition to the maintenance or suitable control records,
the rplus Property Officer is responsible for the receipt, inspection,
classification, declaration, and disposal of all excess supplies and
equipment.
b. Aotion Upon Receipt of Surplus Property
Upon receipt of surplus property. the Surplus Property
Officer will take imsedinte action, in accordance with current directives,
to effect prompt transfer of said supplies and equipment Co the proper
disposal agency.
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25X1A On VANUA!, OF ADMINISTPA,TIVI; TlISTRUCTIO7U8
25X1A
4. eurplus 1roport1 at Ind() Nendent instelletionn
n. Submission of Report to vinshington
The conaolidated Supply aud rroporty officer of an independent
installation will report all (moose supplies end equipment to tee Chief,
,eiervices Divinion, roulhington? for disposition inotructiouu. rn oo
onno will dinpomitions be effected without propor authorisation.
b. tion Upon Receipt of nia osition instructions
Upon rocelpt of tlispouitiou instructione, tho ConnolitWted
r,upply and Property officer will tudvi immediate, notion to effect
diaponal mnd will roport saw) to to Property control section on the
'''.T.onthly Consolidated rroperty Report," Pori No. 36-22.
TNSTALLnD Ara UnASSIGNM PRoPBRW
1. General
???????????1?1.0011111.?????
it. The term "installed Propertr as uned in thin paragraph
refers to moveable things such an equipment, apparatus, appliances,
fixtures, end machinery which have been fixed in place in, or attached
to, a building, but which may be removed without destroying their
idointity or utility.
/
b. The term "Unassigned Property" rotors to non-expeneable
equipment in use, the iouation of which precludes the dosiGnation of
fixed responsibility.
c. rnstalled and unassigned property in current service in the
reshington area will be accounted for by the Chief, Real Eetete and
Utilities Unit, Supply Section, gervices Divioion.
2. Property Records, Washington Area
a. Stook Record Account
The enief, Real nstate and Utilitien Uhit, mill maintain a
stock record account, by item ? of all installed and unasuicned property
on the Stook Control Card, Form No. 56-14. The tailoring information
will appear on the Stock Control Card for each item:
CONFIDENT! AI
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25X1A (:TG Ol Air nri3iturivi: INSTItTICTIONS
25X1A
standard nomenolature
model inuAbor
Axe or oapnoity
nacte of iuiufutur,r
(6) Unit; ()out
? Hne of ;.'orv, o.
4011.1.111?????
T110 ;7400 W: iu 1%4 No ? will bo used to r000l?t1 t'Ae
transactions which rofluot; au .iucrooLen or decrease In Cm total
rteconntability of ths uucouutable oPfloer. ih reverse sido, ,',ecounts
Control Section, -4.11 indicate the disposition of installed and un-
assiooLl proporty by buildiuto.
3. Hesponsibility for Installod and Unassignod Proporty
Maur uorwiil eircurastanues, installed and unnssimod proporty
will not by issuod to a responsiblo officer on a eimed rocetpt. The
rosponJibility Zr t:tu custody anti safekeeping of said proporty 411
ran with the iudiridual having suporvisory responsibility oval-
installation in or to whiult the) equipiaent is installed, attaohod, zir
located.
Ina;?171.7.3) Olt /3:JR IriCT:ra iitOPLIZTY
1. General
?????????????????????????
a. Supplies Lunt equipusint which arc routed or held on a loan
basis froza a coroarcial fire or other i;cvernment agency rill WI" obtained
through the Supply Suction, ;3ervicos USviaiou. t;uoh property rdll not
be reflected on the stook record account of an accountable supply and
proporty officer, nor will accountability be established.
b. The absence of a000untnbility does not preclude the assumption
of direct rutdior supervisory responsibility for rented or horrmtud
property.
2. Responsibility
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25X1A
ciaAmittiffi
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a. Responsibility for the oustody, care, and safekeeping of
rented or borrowed property will reit with the individual or using
unit having possession. Necessary records will be maintained by the
responsible individual is prescribed by the Chief, Supply Section,
Services Division.
be, The loss, damage, destruetiun, or theft or rented or
borrowed property will be seconnted for by the responsible individual
in socordanoe with the regulations governing the loss or property
cloned by this Ageney.
1111 pRopmay ISSUED on TEUPORART LOAN OR BEING PIM)AIRED
1. Temporary Loans
a. In the event that accountable or responsible supply and
property officers issue property to au individual or using unit on a
temporary loan basis, a signed hand receipt will be obtained. This
receipt will be maintained in a suspense file until said property is
returned.
b. Temporary loan issues should be United to intra-ni;ency
transaotiona and such action will not be condoned as a routine practice.
e. Loans to other Government agencies must bo coordinated through
the Property Control Section, Services Division.
2, Prozerty Being Repaired
a. Typewriters, office machines, and other ocluiproont which are
returned to the Supply Section, Services Division, for repair will
normally remain on the accountable records 01 it Unit Supply and property
Officer.
b. The accountable or responsible supply and property officer
Initiating the request for repair will obtain an itemized signed receipt
for the items turned in. This receipt will be retained in a suspense
Lila until the property is repaired and returned.
711 ACCOUNTING FOR GASOLINr? OIL, AND LUBRICANTS
1. General
a. The accountability for all motor vehicle taels and lubricants
used by this Ageney, within the Washington area, is the responsibility
of the Transportation Officer, Services Division. The ensuing paragraphs
outline the policies and procedures for the receipt, issuing, and
accounting for gasoline, oil, and lubricants.
b. Independent installations located outside of the Washington
area may establish procedures which are in accord with local circumstances.
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CIO MANUAL 11.' AD? SNISTRATtie NST TINS
2. Stock Peoord Account
a. Gasoline, oil, nnd itibriearts will bo carried as individuftl
itoms on the stook record Recount maintained by the Transportation
Officer. Allsweeipts will be vouch-lured and posted as Individual debits,
and a consolidated "Monthly Abstract of Issues" will be posted as a
credit to the stook record acouunt. One copy of alldibit and credit
vouchers will be forwarded to the Property Control Section.
b. Discrepancies which may arise between the r000rded balanoe end
the actual balance on hand as disclosed by a monthly inventory will be
adjusted in acoofdanoe with current rogulations.
3. Issues
411.111101111.?????INOINow
kik Daily individual issues of gtsoline, oils, and lubricants will
be made on a migned QMC Form No. 437, Delivery Order and Rooeiptoor
on a similar form prepared in triplicate. Information such as the
quantity issued, serial numbor of the vehicle, date, etc., will be
included on each issue receipt.
b. At the close of each day, m recapitulation of the total issuos
made will be onterod on VD AGO Form No. 10-117. Monthly Abstract of
Issues, maintained in duplicate. One copy of ceoh supporting delivery
receipt, QUO Form No. 437, will be filed by the mbcountable officer to
substadatiate this entry, and one copy of the qvc Form A No. 437 will be
forwarded to the Property Control Section.
4. Monthly Abstract of Issues
a. As of the last day of ?soh month. the Monthly Abstract of Issues,
WD AGO Form No. 10-117, will be oompleted. The original WD AGO Form No.
10-117 will be vouchered, posted as a credit to the stock record account
of the accountable officer, and the other copy will be forwarded to
thn Property Control Section.
IIIIPROPERTY 7'fORH Ob: THROUGH FAIR wra AND TRAR
1. General
a. Definition
Supplies and equipment which have become worn out or otherwise
rendered ImservieGeble aid/or obsolete in use or in storngm without
apparent fault or neglect of any individual or individuals will be
considered as being worn out through fair wear and tear in the sorvioe
of the Government.
b. Disposition
Survey Reports will not be initiated on property determined
as beirk; worn out through fair wear and tear. Disposition of property
will be accomplished in aecordance with the instructions contained in
6
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25X1A cloArAriri, d Ffl or Rel
,
At)TtIISTkATXV INtRkrlNS
the ennuing paragraphs.
2. Aetion Dy The Unit Supsly And Property Off:loor
a. Preparation of Fora No. 36-24
A Unit Supply end Property Officer will instruct responsible
officers under his supply jurisdiction to return all property whioh
hes becoem unservicenble throueh fair wear and tear to the appropriate
Central Supply and +torwrty Officer. Tho transfer will he made on a
Property Turn-1n or Transfer Slip, Form !!o, 56-24, eropered in
sextuplioate by the responsible officer.
h. Prooessieg Form No. 36-24
Upon oonplotion of the turn-in, the Unit Supp) mwA Property
Officer mill post one reoeipted copy of Form No. 36-24 as a credit
voucher to his stook record mccount. one copy will also be posted to
the Accounts Control section or the Stock Control Card, and subsequently
placed in the jacket file of the responrible officer eoncerred.
3. Action ar The Central Supply And Property Officer
s. Azprovel
The Central Supply and Property ffixer will be responsible
for determining that property being returned to stook by a ursine, unit
is unserviseable and has been wore out through fair wear and tear.
25X1A Such turn-ins will be nocounted for by the Central Supply and Propert
Officer until disposition ie made in eccordanne with paracraph
below.
b. Disarprovel /n Mole Or In Part
In the event that all or part of the property has not been
wore out through fair wear and tear, and the unservicenbility appears
to be the result of neglect, the questionable items will not be
25X1A returned to the Central Supply and Property Officer. The responsible
a Sur
individual will be notified by the Central Supply and Propertyofficer
to initiate vey Report in de.c with paragraph
copy of the notification will be forwarded to the Property Control
Seotion for informational purposes. Ultimate disposition of the
property will be made in accordanoe with instructions issued by the
Property Survey Board after the Survey eport has been duly processed,
c. Disposition of Unserviceable Items
0.1 unserviceable items worn out through fair wear and tear
which appear on the stook record account of a Central Supply and Property
Officer will be disposed of in the following manner:
(1) Items which are eoceomically repairable and which are
not surplus to the needs of this Agency will be repaired and returned
to stook.
t0.1011 La
3 ; 1/0
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(2) Unserviceable property that is surplus to the needs
of this Agency, or whioh e beyond the state of coonomioal repair, will
be transferred to the rurplus Property Offiocr in nocordasee with
current transfer procedure.
4. Aotion By The Surplus rroperty Ofleor
a. The Surplun Property Officer will be rosponsiblo for the
ultimate disposition of ell uneervioeablo property which is not
soonowionlly repairable and/Or is excess to the needs of this honey.
Insofar as it is posaiblo diepositions will be made to established
Government disposal scancion.
b. Unnervioenble property which (=not be disposed or throug,h
nortsel channels will be deetroyed. Prior to destruction such itons
will he reported to th CIG Proerty Vurvry Board on a Report of
Inventory Adjustmont, orm No. 36-16, properoe. iu triplicate, by the
eurplus Supply and Property Officer. A request for authority to
destroy such items should )).(4 included in n eovor letter directed to
the Property survey Aoard.
0. Two copier; of the ;ort of lnvi:ntory Adjustmat, t?)6other
with the request for authority to destroy the items listed thereon,
will be forwarded to the Property Survey 3oard, through tho Property
Control Seotion. One copy of the Form .7.o. 36-10 will be retained by
the Surplus 7.1roperty !?fficer as a suspeuse credit voucher to his stook
record nocount. The Property .3urvoy Board will return one approved
eopy of the Porn No. 36-16 with authorized disposition instructions to
the. Surplus Property Officer. The approved copy of the Form No. 36-16
will be posted ea a valid credit voucher to the Surplus Property
Officer's account after dinposal has boon effected. (no sp?rovod copy
will be forwarded to the Property Coatrol Section for adjustment of
ooutrol reoorde.
6. Action At Independent Inetallations
a. 'urn-In of Property
"r arty in the possession of individuals which has been
rendered unserviceable and/or obsolete through fair weer end tear will
be returned to the Consolidated Supply and Property Officer for credit.
Such items will be accounted for on the stock record account until
proper disposition has boon effected.
b. Preparation or Form No. 38-16
All unserviceable property appearine on the stook record
amount of a Consolidated Supply and Property Officer will be listed on
a Report of Inventory Adjustment, Porn No. 36-16, prepared in triplicate.
The following certificate will e included on the face of the Form No.
36-16.
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25X1A C JO MANUAL 0 I, ADMI NI STRATI VE INSTRI !C T I On
25X1A
1 oertity that the items listed hereon have, been worn out
through fair wear and tear in the servioe of the Government without
fault or negleot on the part of any individual or individuals, and
that said items are not economically repairable.
Aocountable Supply anilliopery ?Moor
a. Distribution of Form No. 36-16
The original and one copy of Form 36-16 will be forwarded
to the Chief ?I Station for approval. The third oopy will be posted ns
coeponse oredit voucher to the stook record account by thn Consolidated
Supply fled Property Officer. Atter approval has been effected, the
original Iteport of Inventory Adjustment will be returned to the
Consolidnted Supply and Property Officer for posting en a valid credit
voucher. The other copy will be retained in the administrative ilei
of the installation.
LDST, DMAGn, Uli 6TOLN P.80a,RTY -- SURVEYS
1. General
%1111?11111.111111?11.11.!1.11110?11
a. Individual Responsibility
The polioy of this Ageney contemplates that some individual
will be reeponsible at all times or the earn and safekeeping of
Government property. In the event proporty in lost, damaged, or destroyed
by causes other than fair wear and tear in the service of the Government,
the responsible individual will prepare a Survey Report, Form No. za-101,
In scoordance with the prooedure outlined below.
b. Initiation of Survey Reports,
Survey Reports must be initiated by the rosponsibln individual
within thirty days aftor the loss, damae, destruction, or theft
has been discovered. Should ciroumstances prevent the initiation of
a Survey Report in the required time, an explanation for the delay
will be attached to and made a part of the Survey Report.
2. Preparation And Distribution of Survey Reports
a. By Responsible Individuals
Individuals who are responsible for property which has
been lost, damaged, or stolen will initiate a Survey Report, Form
No. 36-18, in septuplicate. All factual data surrowading the loss,
damage, destruotiem, or theft should bo included in the "eireumetances"
section of Form No. 36-18. This should be a .oasis e statement including
dates, location, and names of individuals involved, and will be
sworn to before a notary publie or a summary court officer. Additional
substantiating evidence may be presented in the fora of notarized
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25X1A GTO "AJVIIIAL OF Mr MI3TRATIVit tWItilitUCT IONS
affidavits which should bo attachod to tho survey Report. ono copy or
the Survey Report will be retained by the responsible individual. The
original and five copies will be tornardod to the supply and property
officer accountable for the property, who will assign a voucher number
to all copies and post one copy an a suspenso vouohor to bin stock
record account. Unit Supply and Froperty Officers will use the other
copy to make appropriate deductions from the Aecounts Control Suction,
Form No. 10-14, and will be filed in the responsible individualfo
jacket file. Tho accountable ;supply and property officer will sign
the remaining copies of Form no. 18-18 and distribute samo in the
following manner:
25X1A (1) In the lashington oroa, Survoy Reports will be forwarded
to the do Property Survey Board, through the Property Control section,
for investigation and action.
25X1A
(2) At independent instollations, the survoy Report will be
forwarded to the Chief of Station for notion in accordance with paragraph
below.
b. By Accountable Officer on Proptnalajamte
When au accountable supply and property officer initiates
Jurvoy Roport for the loss, damago, destruction, or theft of property
in storage, an original and four copies of Form No. 36-18 will be pre-
pared. All factual data in the form of a concise statement containing
dates, location, and names of individuals concernod will bo included
in the "circumstances" section of Form /10. 36-18. All copies will be
vouchered, one oopy will be pouted to the stock record account, and
filed as a suspense credit voucher pending receipt of the approved
or disapproved survey Report. The original and three copioa of the
rorm No. 3010 will then be forwarded to the CIG',I.operty survey Board,
through the i.roperty Control sootion, or to the Chief of Station in the
event the Survey Report is initiated at an independent installation.
0. By Acoountable Officer As Responsible Individual
In the event a Uhit Supply and Property Officer has delegated
himsolf as a responsible individual for a sub-account to his stock
record account, and is responsible for the loss, damage, or destruction
of property charged to that sub-account, the procedures as outlined in
paragraph above will be followed.
3. Action by Chief of Station
a. Survey Reports which are initiated at independent installa-
tions will be forwarded to the Chief of Station for action prior to
being routed to Washington. The Chief of Station will appoint a dis-
interested investigating officer (civilian or military) to examine
available evidence regarding the loss, damage, or destruction and his
findings will be noted an the reverse side of the Survey Report.
b. Upon completion of the investigation, all copies of the
UAYirIOENTIM.
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25X1A
cI0AmextdfPrAifiltimiRfl.
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Survoy Report will be forwarded to the CIO Property Survey Board,
through the Property Control Section, Services Division, olashington.
4. Action By The CIO Property Survey Board
a. All Survey Reports initiated within this Agency will be
forwarded to the CIG Property Survey Board, through the Property
25X1A Control Section, for investigative and action ik nocordance with
paragraph.'"
b. Upon completion Cof final aotion, the Property Survey Board
will retain the ori6inal copy of Form No. 36-10 end return the
remaining copies to the Proverty Control Section for Aistribution.
6. Action By The Propelly Control Section
The Property Control Section will distribute all Survoy Reports
in the following manner:
a. ...a_AprovedveReorts
(1) 1 oopy
(2) 1 copy
(3) 1 eopy
????
????
MOM
Responsible initiating individual
Aoeountabla supply and property officer
Property Control Seotion
b. Disepprovc,d Survey Reports
(1) 1 copy -- Responsible initintin individual
(2) 1 eQpy Aceoohle supply and property officer
(3) 1 copy -- Pr4exty Control Section
(4) 1 copy Chief, Finanoo Division (eortifiod true copy)
6. t_.ActionThelj..._inanceDivision....._
25X1A Upon receipt of a disapproved survey Report, the Chief,
Fianna. Division will effect collection of all monies in accordance
with paragraph
25X1A
CIO PRO' TT SURWY BOARD
I. General
The Director of Central Intellionce has delegated to the CIO
Property Survey Board the authority to take final action on all Survey
Reports; authorise ultimato disposition and/or destruetion of all
unservicsable and obsolete property in the custody of this Ageneys and
25X1A to approve or disapprove all Reports of Inventory Adjustuent, Fora No.
36-16, in accordance with the procedure outlined in paragraph
CONFIDENTIAL
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25X1A
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CIO VANUA!. oF AnInisTRATIOltEhddl
DAM
2. Action On Survey Reports
a. The CIO Property 5urvey nourd willreview all Survey eeporte
end eupplementel deta, includine tho findings and recommeedetions of
the inveetigating officer, pertaininc; to thn loon, damage, deetrection,
or theft of public property.
b. Based on the information and faetufal data prevented, the Board
will render anal decision with respout to the pecuniary liability of,
or relief frommeponsibility of, the individual or individuale concerned.
c. After decision has been rendered, the Property Survey Board
25X1A will retain the original copy of the Survey Report and forward the
romainiee; copiee to tho Proeorty Control Section or dietribution in
acoordaeoe with paragraph ebove.
3. Action On Unservioeable Or Obsolete Property
n. The Property Survey Doerd will review all requeete initiated
on Form No. 30-16, Report of Inventory Adjustment, by the Surplus
Property Officer for the dinposition of property worn out through fair
year uad tear or otherwise rendered uneerviceble and/or obsolete in the
servioe of the Government.
b. The Property Servoy 7,0ard may relieve all ooncerned of
responsibility and/or accountability and authorise disposition of
property rendered unserviceable throueh fair weer and tnar.
0. In the event the property wee rendered uneerviceable through
the fault or neglect of an individual or individuals, the Property Survey
Board n-ill dizapprove the Report of Inventory Adjuatmeat and diroot that
a Survey Report be initiated.
4. PolioVith Respect To Pecuniary Liability
a. The Property Survey Board will determine, from conclusive
evidence), before imposing a pecuniary charge a4;nin3t en individual ehat:
(1) the property for whioh he was responsible was lost, demaced,
destroyed, or stolen through the apparent fault or nogleot oC the
responsible individual or;
(2) there was an intent to defraud the United States Government.
b. All pecuniary ?bargee raised against an individual as a result
of a Survey Report will preclude any loss to the Government, and such
charges will ordinarily be in the amount which represents the actual
loss. Consideration will be given to the original cost pries, the
25X1A current market price, and depreciation based on the life expectancy
and normal usefulness of the article, artieles which
ars useful throughout their entire life are not subject to allowances
for depreciation. Where the property is damaged and can be repaired,
the cost of repair is a proper charge against an individual, provided
said cost does not exceed the value of the article.
POICT, I IA
? 111
?1 iUL
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1:1G Maio 1. Oo H I STRAT iIdITA'118kg
5. Right Of Apocal
to. Individuuls noainst whom a pecuniary oharoo hats boon reliand
may apnvil the deal:lion of Olt, Prooerty Corvoy Hoard to tho Director
of Control Intollioenoo. Thin upponl muut bo mod*, in writino, within
3U days 'after rooeipt of notlflootion of tho peouniory chore, uuless
otOorwito opecified. The orloinul and oao oopy of thc appoal should
1-.0 submitted to to Dirootor of C:ontral Intollioeoco, throuoh the CIO
7Toporty Survoy Foard.
b. In the ovont on appeal is not forthcomino within thv upocified
timm, ono copy of tho rOavoy Loport, with all uupplozontol date, will
to forwarded to tho Chief, Financo Division, for oollection.
3. of o0uz(fta
a. Poyment of in's:watery ors will be undo by chock, or U. S.
'ostol tronoy Ordor, payable to "The Treasurer of the Unitod :Autos."
The ?Lea or oonoy order, and n. copy of the notificntiou of poouniory
charges, will he forwarded to tho Property Survoy floard.
b. Army onlistad pnrsonnel may Ilion o statomont of oharoen in
accordance with paragraph 6-b, AR 35-6640, datud 16 April 1945, or
submit paymont it: tho monnor outlined above.
7. Collection Tly Finanoo
Thu Chiof, Finanou )ivision, upon rocolpt of ft disapprovod
25X1A Ourvoy :oport willtake imnediate ootion to collect monies due the
Governmont. In the evont Utat suoh action is inoffectivo, collection
moy bo made through a pay stopplu.pr a deduction on final settlemont.
25X1A (See Admlnintrativo In3truotion1111 par. )
LOSS IP 170!: 7:nC7 LIArILITY I 27,7i1
1. Genernl
0?111111.~..1111.??????????
a. nhon an individual odmito oeouniory liability for the loss, damage,
or destruction ?of public property, voluntary paymant may bn mode 46 outlined
in the nnouing parographs.
b. A voluntary payment in accordance with tha procedures outlined beim
will not be used as a MORUO to circumvent ostablishod polioy prohibiting the
purchase of Agency property.
OS
25X1A o. In the event an individual desiring to mOke voluntary payment for
lost property in being separated from the Agency, clearance will be effected
in accordance with paragraPh
2. ;lotion Byalponaible Individual
An individual dosirino to make voluntary !moment for the loss of
public property, in lieu or subnittinga :harm Report, Form No. 36-18, will
1) 0 OLNTIM
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25X1A
25X1A
oRprfArc! F9r ,Rpleasf g90,1190/015
100728R000100010001-2
e,?)nrdi rtrt,Q Lttid LO t 12., 71:o
Irty
? hctin Un t )'rpeert,! Officer
?
The Unit Snuely ?ProHn'ty 0;ficur nLwict the rospJnoiblo
individunl ii thr Freplkrt;ti'w, of 1:?)r.. Voluntury ihiymont fur
Tills item ',gill be ii:i.Lintoti in sextwpiiinto ?and la floe
by the rszjizttib1 triv1dun1nnd tlio Unit 4!:',.1.pdly Proerty iflicor.
ill couies Of 1.41... oill 1,C .110d gri Ii6jU31,110A (1)
VlUellOr number by the '00.L i1y tri Tuverty i t.tcsv 1nd ono CO ;y
r.A.a.ned as a suud(e Cl idi. t vol.etior 6 4t0ift: rc,!corA acc..Jent'}f oriL:1.
.a:n Cour co 66-4.2 Hely Hit:,
cluul u th,
4. p..c?tion by t Pi--.)not-ty Contro1.)?;.1
The Priii.pert:y- Control. :1:octiunWI Li o njbjl'or;
a. rov icwi.or.:. Volon.Lary tytrontu for "ubJ ic. r.) orty, i rEit
N). _nil:Anted 1.n n'to. vo dotormi%e LLat said
lacti in is in acc wdrince vrl ,IropfTt', rriGulat,L
b. deterniini?nr tilt) unit ...loot (inch 1..hf!! !,41rinor
rnAtlincd
0* oorroctnenn Of n?mencitztiire.
d. Plaintair4in6 inforri?al r000r.: ..):f7 J. I 12-)lont!)ry
-1:indiac receipt at' tot 13i 1)L Forn OG-4;?!.
Thu Pro:-.9rty C elL,n. linti
o: Terra No. 46-112 -..m.rn t
5. Action. by the Finance lAYilli)11
a. The Finance Diviinn effect collectithi, tr:00
u.nd uin t11 oo:ipc of Ft.lr ,!!;). Voluntnry 7.t:iy;i1c;nt for 1i.
7:Toporty. The ori6irmi and ';.41t1 coy uf Form N. -1), will he ram.ired
by tLe Pint-Ince Divibin And the infiaining copies distributed ao fDilows:
1 copy - InA.vidusa mekine, pRyment
1 - Unit Spply and Property Vficer
1 copy - Pro,Yerty Control Section
CONFIDENTIAL
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Approved For Release 200li0pt0.A
; j.CljWP8l
25X1A ,
Glo ! ho:? .'1% :t
b. Thu Unit. S.Icoty 4nd Prubrrt). wi;.1 win 1.bo 1j6ned (2F)PY
Forn No. .;;3-Cii. rt V11110 OrC115 L v
',IOW r ti L ) r Jrc,
und.1 Lho votiohilr The r.oty L.i 43od
adjuut thn itunounto G pLrol tp.,ut'ion FJrr. N, 1 licd uhe
inokot 1'1i, rt !onnit ividu(11.?
(3. Tvo pro.!orty 0.30 tno ni. nud
tio? ?.Vet to Ild.,1111j. 1'o ? o Astr,J1 r;.?.J.rftv :1 4.14 ?
25X1A TboCiru. I j .L uul,..1%;u,I .rtv 0 icor
Ftil i:i.iuiui.1-:11?b 1:3 r Lt i.(I 10 {/, ,r
duotrueti-n .1:: ? 10.11u rrE., Li v dunt,nry pktyroit,tin
..b41.0!?:1ulont hn i.Cor
ran. .1:0114.Y?i, th0 proots.,1Hrtqi ac .:tAl.:1?...1-11.1(1 for n. Unit C1,,y d i'ropt..rty
Offlocr i ttrarw,hn 71b -2 ftt,ve. In L. uf.;.eii-in by the
"1,-Turerty Cntrol :inct1.4n" no _0 ,nrui,-,r,t-h 4, CnAntlinted
ou,drly ,uld Pro: f;rty frionr !or tirs dot.t.rtniigrtion
Ar ihn unit coot reV-.10 by tho "-inftnutt
tu: ...wt1ixiod in :..cirlti;rttoll tj cr.,,f! b.-. oup:21itiotitouv ioctil ,,roor dr
,ntnbliohc'd by the Cou3u1id1i4 Ivt,u0 Pro-,rty :t:41 tho
hstall,ttion iitionoe orfioor.
?)c '117!1%:)Tiv
1. Gencrit1
Limitft.tions
The Re., or t .! ? I tom at 0 ry ,otmttut Furn ,;(1-16, may be
u:sed by vn uflouilta6itt
ii Ltt 5, )fltT.T# adiU . t;:ct HO "b4.1. :icw" cirk
ntook r000rd f-to ,11,LL1 ,.ittarttity ')r1
,liooloaud 4 4 ithyLicrtl ';..2cou;A 7:2-4-b.
tho two of Form No. 3G-16 La:
(1) orrDrs fr.)11:
use )1A .1...ourroet :;oz-v!nolaturo.
(2 )
;;.cciontu ility lo un:Act.:.)untoU for
b. Co' rootion OttErrore in l'out1nt;13
When the aeport oi Inventory Idjustenont is used tr) o-)rreot
dincre!)anoies restaltinr; fro :y errors in otth r outionelaturo, the
JvcraiLos and ti?ortiag.ea af like items shoulC. intsocar 0.4 po3oille ('set
oriC another. Thi; pr,:ciudes utili zati?on If Firm No. :it3-16 to
adjust inordinato shorta?es.
CONFIDENli
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Approved For Release 2001/09106;:!C 43DP81:00728R000100010001-2
25X1A CI( rNhi, n:
C?'.)1'rOGLiOrluii)V0r.f.i1'k:ry ),C0x.;titt6',.
An ialeOU.Lit,1111'. pl*J; 1:;rty -al.'. 1,
..,:)covory of Uud.O.V.)1Arlt,r,A:!. for rLi .).st sold oro_orty n
No. 46 -16, nsd iiest sa:Ju ZA6 11;) adjutitmont vodener to h a etalk
t1.0:;,31.1.111.? in Li CM0 :4C ,;17', t- 'oe.1 d?t
io.oH.:Tty was .Irro:leosly f,Jr, LUe uee..)unto
arty $fficor wit' uno Fort- Th. j6-16 to Te1/4ku imnelf of
? untability. In ...:tueri cne,2s, bo 'made t 1A0
udlustm^nt voucher numnor.
V. Prtyarati.)n Distributin
The UO( Jun tut: lo ly r o: our wl
of Invontory Idjustrao
n.; i,Asudre])licott) t.ht, 1.eickl(td
inventory balunoe, nJ tho tud srtai.,,cr:. of th- item6 to be
adjusted. Aftor a. v)uchcw nuril:01 lau) beuh to 1 cti f
Nfi.). A-1.6, the ).ccountobla sooly .?)r. !orty ATic:cr rc-
H.,st ono cody as a !MU'dr...1:Se orcdih voucher U.:. reeord :,000:;at.
Tie ahd two co.,icv of 'L.:Au Ydr No. 36-1G -w--.1.11 listrlbuted in
the foilowinf, manner:
a. In the ::ashi:4:,Lon are%, tc:2.ortn iL Invyhtory :idjlIstent will bn
fornarded
ti the :ro.drLy !;1?.70::T ponvd, thro,,h to pr,!.,,Jrty 0,;e1r01
L;octf,on.
L. At n'alcRundcht ii t 'fieorts Ioveutory 'dJuni.mcnt
? hn forwarded to ths Chief :,1! ;tati(Jn.
3. hction By The C(1. Proaerty ;:arvcy 20;trd
The PropIrty S1irvo3, nord wj.11 tn1:v ato.1 ctioh m ul e.::w.t2
? Invnntory Adjustmont n tho .si6c,tow aro. i,ftcr
aut;lovized adjuatments hRTO ;,eor Toved, *Jo orl(;inal i-Orm No. -10,
will bo roturnod to the acto4.01.0 sudply utl u? icor to bo
filed as raid voucher to a s stock- rt:curd ec nt. Tly: snsenso
copy may bo used. to uOjust the Atiounto Control : I.e U.61. or
Conoolidatod Sw)oly qnd Prvrty Olfioortr, Ston: CrItr;:11 Card, if
necessary. In the ovont thel the Poport of invefttor :Ajuent :lets
discrepancies of nare thun one aub-ac-iont, extracts of th6: itcma
:Jertaiainp., to ouch account will he -lado by the Unit ;ta,Tly ,c)0rorty
)Cfcer. Tho extrexto will tn iK)ted to the Accounts Control section
of the Fern No. 36-14 and filed in the uppro-riato roe onsiblo -)ficers4
jacket files. One copy of the' nocr.wed Form N. 36-16 will he 1-m,Irded
to the Froerty Control Sot1x for Ajuctmlats ti the clotrol r,Tcords,
and one coy will he retained by the a2provirc authority.
CONFIDENTII,
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25X1A
I
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CIO VANDAL OY AWINISTRATIVL TNSTROCTIoNs
4. Action e The chief Of Station
Pima action on all Reports of Diventory Adjustment originating
at an independent installation will be taken by the Chief of Station.
Then approval of authorised adjuetmonts has been effected, the original
of Form No. 34-16, will be returnod to the aocounteele supply and
property officer who will file tho original as a valid voucher to his
stook record aecount in lieu of the retained atNpense oopy. An
approved oopy of the Report of rnventory Adjuatnent will be retained
in the administrative filen of the installation.
5. Disapproved Inventory Adjustrents
R. The Property Uurvey Hoard and chiefs of stations are enjoined
not to approve Reports of Inventory Adjustment eubnitted by Unit and
Consolidated supply and Property officers which do not adjust inpropor
postings, incorrect nomenclature, or facilitate the assumption of
accountability for previously unaccounted for property.
b. If any or all of the adjustments are not acceptable to the
Lpproving authority, all copies of the Porn No. 36-16 will be returned
to the accountable supply and property officer with instructions that
a survey Report, Form No. 36-18, be prepared on the disapproved items.
25X1A After the Survey Report has bean prepared in aocordance with paragraph
it mill be forwarded to the approving authority together with the
disapproved Report of Inventory Adjuntmant.
0. The approving authority will note the following on all
copies of the Report of Inventory Idjustnent, "Approved subject to
final action taken on the Survey Report of the items indicated."
Distribution and action on the tentatively Reproved Report of nventory
25X1A Adjustment will be in aceordanoe with parawatihs above.
d. The Survey Report will be aseigned the sena voucher number
as was assigned to the Report of Inventory Adjustment which it supports,
and it will be placed in the vouehor tile "with the Form No. 36-16 after
It has been prooessed.
25X1A
1111EXPRUDNURE OF PROPERTY
1. .nitidituro of Property Par Iixperinsta1 Purposes
Branch or division chiefs are authorised to approve tile expend-
iture of property used in experimental activities under their jurisdiction.
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25X1A CIO MANUA/. OF AWINISTRATXVE INSTSUCTrOUS
25X1A
The following certificate signed by the Unit chief, or his designated
representative. will appear oz the face of an issue or transfer doou-
ment, eorm No. 36-7 or 30-24:
I oertify that the items listed hereon, will be expended fbr
experimental purposes in the aervioe of the Government. Any unused
portions will be returned to normal supply channels.
(signature)
The issue or tranefer dOmument so certified will constitute a valid
Toucher to the stook record account of the accountable supply and
property officer concerned.
2. Expenditure of Supplies By Au Accountable supply and Property
?Meer
Central OuPPly and Property Officers any expend supplies and
equipment of an expendable nature for use in activities under their
control. Buell items will be listed on a Form No. 3604 together with
the following certificate*
/ certify that the items listed hereon have been expended in
the servioa of the Government.
4000untable And Property Offircer
The issue document, Form No. 36-7, so certified will constitute
a credit voucher to the stook record account&
SONSOLIDATED PROP2RTT REPORTS
1. General
a. In order to maintain adequate control of non-expandable
property at independent installations, monthly Consolidated Property
Reports, will be forwarded to the Property Control section, rashington.
Using Parole. 36-22, theConsolidated supply and Property Officer will
report, by ltes, the total monthly gains or losses on all property
for which he Is amountOble.
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25X1A
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0/0 LTAH11/11, or ATV TITI8111ATIVE IIMTIMCTIO1111
2. Pre on Of The oatutelidated Pro rt
a. Details of Preparation
(1) rora No. 36-22 will be prepared 132 triplicate by the
Consolidated supply and Property Officer as of the last day of each
month. Items on hand with an increased or decreased total balanco at
the end of the reporting period will be listed in column 1 of the Perm
No. 34-22.
(2) The unit of the item, i.e., each, lbs., ft., etc., will
be entered in oolumn 2.
(3) The inventory ax of the beginning of the reporting period
will be catered in oolumn 3.
(4) All reoeipts will be entered in the appropriate spaces
in column 4.
(a) "Receipts except Nemorandum Receipt turn-ins and
Local Purohases ehould include property received train the Supply section,
Services Division, CIO, lashington, and other Gavermnent agencies.
(b) Local purchases will be listed separately and the unit
oast will be indiceted.
(c) overages aeccueted for on Reports of Inventory
Adjustment will be classified as remaipts and should be listed as such.
(6) All disbursements of non-expendable property will he
listed in the appropriate spaces of oolumn 6.
(a) The "issue Soompt Memorandum Receipt and Operational"
column will not be used.
(b) The "operational issues" oolumn will not be uaed.
(e) "Transfers or Disposals" eillindicate property
transferred from the jurisdiction of the installation, suoh as transfere
to other Oeverament agencies.
(d) shortages accouftted for an Survey Reports and Reports
of Inventory Adjustment will be listed in appropriate oolumns.
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A CV) MANUAL Or ADMINT8TRATrVli T118TR1CTIONG
25X1A
(6) Column 6, "Closing lwventGry Including Balance on
Memorandum geoeiptM, will be the sum of column 3, plus "total receipts"
minus "total disbureemonts".
3. Distribution Of Consolidated
The original and one copy of the Pnrm No. $6-22 will be for-
warded, through channels, to the Chief of Services, ntihington, V. c..
Attention, Property Control section. The report should arrive not
later than the 15th day of the following month. Thor Property Control
gentian will use the Form No. xe-2g to make appropriate adjuetments
on property control records.
minrra
1. General
a. All stock record accounts maintained by designated account-
able supply and property officers will be subject to periodic audits
and inspeetions by a representative of the Property Control section.
lervioes Division.
b. Auditors will have the general authority to examine all
property records whichthey deem necessary for reference in cannot:Aim
with the audit. where the examination of records by an auditor conflicts
with security regulations, exceptions to the above will be made.
2. Audit Objective
a. The primary objective of an audit is to ascertain that the
interests of the Government ere being !Way protected. A further
objective is to &twain* that the prescribed principles and procedures
of property amounting are being followed.
b. Auditors will determine that:
(1) All items chargeable against an account are accomplished
by authorized transactions supported by valid vouchers;
(2) Stook record accounts and inventories accurately reflect
quantities of property on hand and/or issued to using agencies.
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Approved For Release 2001110/06 :161A-RD081-00728R000100010001-2
25X1A CIO MAY: PinliliCr. OM;
25X1A
25X1A
S. Certificates of Audit
a. At the oompletion of an audit, a Certificate of Audit will be
prepared and signed by the auditor. Normally, five copies of the
Certificate of Audit mill be prepared and distributed as follows,
(1) Original to the amountable supply and property officer
(2) 2 ooptee to the Proporty Control section
(3) 1 oopy to the appointing authority having supervisory
responsibility aver the amount; nuoh on branch or division (thief
(4) 1 copy tQ CUtira i4trvioon Aviation.
The Certificate of Audit mill present a concise eummary of
the results of tho audit inoludinz discropsmics and irregularities
noted and a statement regardinG the condition of the account.
OF C.1.0. PROPERTY RRCORD
1. Definition of Property Records
The tern "Property Records" as urged in this paravaph will include
stook record cards, any equivalent forma used in lieu thereof, voucher
register* maintained in oomaeotion with the stook record amount, voucher
files, individual jacket files, and all other forms maintained ea an
integral part of the proper accounting aystem.
2. Disposition Action and Limitationn
a. Six mouV:o after an audit of a property account has been
completed and a Certificate of Audit has been issued, the audited
property records may be withdrawn from the active files and placed in
the inactive files of the accountable supply and property officer.
b. Property Records will be maintained in the inactive filna of
Vat* accountable eupply and property officer for c period of eighteen
maths. At the end of the eighteen month period, authorisation tor
the destruction of property records may be requested from the Property
Control Sootiest, earvioes
PROPERTT PASSES
1. General
A Federal narks Administration Property Peas will accompany the
movement of all public property tram and among the various buildings
occupied by this Agency in the Washington area. This pass must be
procured in accordance with the procedures outlined in the ensuing
paragraphs.
CONFID:N
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Approved For Release 2001/09/06 : CIA-TIQP81r0,0728R000100010001-2
25X1A II)i- IN I !/-,
CIO MANUAL or AXIVISTRATIVE INSTRUCTIONS
25X1A
2. Coordination with Accountable Offioers
Responsible individuals in the various using offices desiring to
effeet 4 transfer or withdrawal of property frt.= wRy building will
coordinate the oontenplated movement with their respective aocountable
supply and property officer.
3. rnitiation of Request for Pass
Tho accountable supply and property officer will forward a
memorandum to the Chiefs Property control Seetioni or to the appropriate
individual designated to sign property passes in his behalf, requesting
that a F. 1:A. Property Pass be issued. This memorandum will be prepared
in duplicate aad should contain pertinent information mantling tho
property novement. One copy will be retained by the initiating officer.
4. Authority to Sign r SAMOS
The Chief, Property Control section, rvices Division, is
responsible for the coordination and control of property movement within
the Washington area, and will, therefore, be charged with the iesuanoe
of all F.1T.A., Property Passes. nowever, singe all using offices of this
Agency are not centrally located, the Chief, Property Control section,
will desigeate certain individuals to sign property passes in his behalf.
These individuals will not issue a F.W.A. Y'roperty less until a stowed
memorandum has been received from the aeommatRble supply and property
officer. Individuals designated to sign Property Passes will maintain
a file of all requests received.
issumicn OF PROPERTY CLEARANCES
1. '!ashington Arca
a. Action
Prior to departure from this Agency, an individual *being
separated will obtain the necessary signatures on Form go. 36-20,
Property Clearance Shoat. Ms is to insure complete and final clear-
.noes of all monies and4or property which may-have been charged to him.
The Property Clearance Sheet should be obtained from the Personnel
Division or the appropriate Administrntive Officer.
b. Action b Administrative Officer
The routing of an individual in the proper clearance sequence
will be the responsibility of the Administrative Officer of a branch,
division, oto. Clearance from the Unit fluMAY and Property Officer will
be obtained before final clearance is given by a BranWiAdtainistrative
Offioer. This lower echelon supply clearance will also be noceasary
prior to obtaining a clearance from the Import,/ Control twotion.
frOir "Y-NTI At
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Approved For Release 2001/0t/trppF 1-00728R000100010001-2
25X1A CIC1 ViAllUAL 01? Mk INDITUATIVE TWITRUCT ( P41-
, Ut
25X1A
o. Action by Unit MAI) ly end Property Offieer
The Unit SWAY and Property Officer will take necenenrY
notion to ascertain whether or not the individual being separated has
property charged to hire. Immediate clearanee will be issued in the
event there are no currant ?hams'. should property ohargeo exist,
the procedures outlined in the ensuing paragraphs will govern.
d. MEPLE1.2120.2.q.K.
All public property in the possession 0 an individual bing
eeparatod frms this Agonoy will be returned to the proper nupply
?flannel?. Th0 Unit supply awl Property Officer will twasiot the indi-
vidual in the preparation ot the Property Torn-In Slip, Porn to. n-24.
rthen the turn-in has been effooted. the Unit Supply and !Iroperty
Officer will align the Property Clearance) Sheet.
o. Znatruetions for Hnliated Personnel
??????????
rnlisted Amy permonnel being separated from this Loney will
retain in their pooseesion tho clothing and equipment listed on their
individual AGO ronn Yo. 32 as authorixed by the current Table of
quipment NO. 21. Any and all special eovipment in tho pounenaion of
individuals "'high is not authorised by 7/g 21 will bo returned to this
Agency in a000rdance with the procedures outlined in paragraph d above.
f. Lest, Damaged, or Stolen Property
An individual being separated who in accountable and/or
25X1A responsible for lost, damaged, or stolen property sill initiate a
Survey Report, Form tro. 3S-18, _:11 acocrdance with parairnp.t
above,
or mace Voluntary Payment as provided in paragraph holm. In
lieu of aiming the Property Clearance gheot, the Unit SuPPlY nd
Property Officer will make a notation, similar to the one below, on
the reveille aide oV Perla We. 36-201
has a Survey Poporh
pending covering the ems Of tho following items or Goverment
:'roperty.
?
(List IropertY)
pp sa"E'llE=m1Fq-lin?ra"-----er
Account Me.
tA)04,
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
0 G 14
25X1A CIO HAMM]. OY AMINISTRATIVE TH3THUCTIONS
g. Volunt.r s4ysnt for Lost T'ropertl
The granting of a property clearance to an individual being
separated from the Agency who desires to make voluntary payment for the
loss af public property. in lieu of submitting a Survey liewrt will be
effeoted in the ibllweing manner'
(1) .....1UnLagElE-MLLEE":2-2:1.11M!!:
The Unit Supply and Property Officer will assist the
individual in the preparation of Fortti NO. 36-42, Voluntary Payment for
25X1A Public iroperty, in accordance with instructions as outlined in pare01441
In lieu of signing the Property Clearance Sheet, the Unit 3upply
and Property Officer will nake a notation on the reverse side of Porn
No. 36-20, similar to the one below*
is making voluntary PINY-
(Nane)
mont for the lose of the following items of pnblio property.
(list itens)
MSuir----WW-anropercer
Acoonnt No.
Form No. 36-42, Voluntary Pr4lannt for Nblic Property and
Form Ha. 36-20, Property clearance Sheet, will accompany the individual
to the iToperty Control seotion.
(2) Property Control section
25X1A The Property Control Section will take action in
accordance with paragraph and in lieu of nornal clearance will
make a notation an the reverse side of Form Uo. 36-20 as fallowas
may be granted property
(Name)
clearance from this Agency atter payment for the above itesui has been
made to the Pinenoo Division.
LU
iiL
"roperIy Control Seotion
TIAL
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Approved For Release 2001/09/06,4c1,A-RDp81-90728R000100010001-2
25X1A 4 i N
CIO %MIAMI. OP Me; II1ATPJ1 XIMMUCTICRIO
25X1A
(0) Pins:nee Division
After the name? Division has effected oollootion of
monies as outlined in paragre041111111 the Zallowing notation will be
mode on the reverse side of the Property ClearanoiSheets
BoYstent in the amount of 0 for the above items
rived of
(Date)
h. Property in Transit
ru the event the individual being :separated him property in
transit or located outside washington, a clearance will not be grunted
until suoh time ass acid property has been returned to this AGeney.
The Unit Supply and property Officer will wake a notation, similar to
the one below, on the reverse side of Form No. 36-20, in lieu of normal
clearance signatures
has the fo1lowin6 equipment which
hos not been duly apoounted for. Upon return of anid itomm to tLia
Agency, clearance will be granted by tho
?7117sinoK or divi.sfeli)
(Lint :?roperr'
WPro"WiTeTr?mpr
A000uut no.
sboorin, ??????.r.?????????
2? Outside Washintiton Area
a. cairtirsoati from olidatod_Bup and Property Officer
An individual, prior to his deprxture from an independent
installation, will obtain a Aped properqoleannums. ehices will be in
the form of a wenersolme issued by the Cennolidated Supply mad Property
Officer for the station. It Is suggested the following clearance
cartifleato be used:
I certify that Nene) has returned
ler otherwise me:mated for e props a him prior to
Ihis departure frwa this installation, with the ibllowing exceptions,
-TesselitSited Supply and Property 17/Tear
Station:
IIME.M..111.1?1114?????
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Approved For Release 2001/09/06 :C 00010001-2
25X1A CIO MANI:AL 11: AIR it:
b. 3rantinr, er 71 tto241n Cloarunce
The Consolidated ujly nd Proi.iorty ()Meer, UgUN datornina-
tion that tho individual boing ooparated or trensferred doee not Jew
any current proporty chargos eguinat him, will grant immodiato cletranoe.
In the *vent kroperty ohargoa exist, aotion ma outlined in the ensuing
paragraphs willbo taken Aor thonn porsons returning to l'ashington for
soparntiou. Final clearanoo will not be granted to an individual being
separated from this Agency est it field installation until all property
has bean turned...in, endier aocoentcd
c. clearance attar Property Turn-In
All public proporty in tho peasessiou of un individunl being
transferred will be returned to to Consolidated Supply and Property
Officer, and a property olearanco will be granted.
d. Initiation of Lurvey Roport
25X1A In the event ci individual roqueating clouranoe hes lost,
demagod, or destroyod public proporty for whioh he in reeponsible and/
or accountable, a Survey Seport, loom No. 56-16, will be initiated in
a000rdanoe with paragraph above. no Consolidated Supply and
Property Officer should then mako a notation, :sinner to the on below,
under "exceptions" of the Clearance momorandmns
?
for the following itmme of rehliu property:
has u Survey naport pond.mg
(hist Itcmc)
marnrarammI177a?lipnwiF75447;a:
stutiaus
11...101.11.1111.11.0.0111?111.11????????????11141.1.????-
0.Retention of Essential ?racily,
Upon transfer, an individual will not be allowed to retain
any 6ovornment property unloose amid equipment is eseuntial for law
cozplatIon of the journoy. Petniztod item; Should be listed under
"exceptions" of the Clearance Memorandum and will be returned to ap-
propriate Supply and Property Iffioers, Services Division, ismediately
upon arrival in Tiashington.
f. Distribution of Clearance Venorandus
Distribution of the Station Clearanoe memorandum will be as
follows,
(1) 1 copy will be retatied by the installation or station
from which the individual is departing.
COCUATIAt
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
Approved For Release 2001/09/06 : CIA-RDP81-00728ROaddi600.1'40.8111-
CIO VASUAL OF AIM rnraTurrvi: nuratucTronz
(2) 2 copies will acocnpany the individual
Ga .212112.ULZ11.12115en.
Upon arrival in weshington, the individual betas separated
will report to his Wranoh, Division, or Unit for final olearanos in
25X1A acoordanoe with above.
,1:7\? iv v
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25X1A
25X1A
25X1A
Approved For Release 2001/09/06 : CIA7RDP81-00728R000100010001-2
c7C, Itt:norrro7i3
1. l'urposu 6 ftoopo
rurpose of this inav:rtiotion in to ounio responsibility
for, and ostablisi, ilothods r,ovorninG, flaeal activities eitltin (;1(i
accordance, v/i-tt: laws 1)4;3 roGolations_ 11LointO:ractftord;
outlined RVO for tho ir;ancral cmidenco of tho officials and onployoon
of tho '!'.(7'; in connoction vith vouCaorod fouda fi.Tiiot.t1noUvition
Cr r..% .0 .10 pktrtzloi0,;(1.1 norv3ce.).
X . :
a. Tho oivi.sion, is roapunsiblo for
tiAo accountink; and )2 ii.;.?unais pla cod L tac of thin
oxcopt tE ot.;orv;.lao atiitod la thozo instructions,
b. Tho Ascal cotion is roolponsible for tho foliortro': prif!nr:r
'onotions
A3si1 in l;flo dovoloont nnd aailltonav:co of
talifom aocountin practices;
(P,') .)nterrainink-, ttte legality of proposed. tr:rmIdithren,
1-,Itt availability of appropriations, and the sufficiency of A.11.1,dn;
(31 f?.1Aditinr, all oxpondituro ::koout3onti: i.ruparatory :;c1
,jnyment;
(41 iillin, colloetinc,, and dopositinz ciwounto doterrainoct
to be duo 1.-.).o united States;
(5) inta1ritn, individual alary records, to I./a:lode
recording and accountint; for retiromont, tn.t, doductions for and
iSSURII005 of bonds, and other oompessaticni adjustmentri involvinr, pro;'?orly
aPpointed personnel;
and bonds;
(6) !Ireparia6 the payroll and dist;ributinc, sair.ry chocks
(7) Applying rogulations 1or leave and attendance repartint;
and raaintaining employees' leave records;
(8) nreparing risen' reports us required;
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
IAEA /\41111,14,1;s124;.;9 IA (:I: 1 t)ri ()
(;()N1.11)1 NI 17\1,
25X1A
Approved For Release rn FIA;RDP81-00728R000100010001-2
1!AMIA.), () Air77:;11ZATT 1.!',1,11/ile..sf.T(11;;
f?Dtereiniw? supervision over the fiscal worir to
field offioes in ?Qta 11.1:, and abroad, and rdion dirocted by tho c!,iof,
Pi.nruiejo !)vsiott, 1rt3puctin, Mita tho4.a officers in order
to determine that ii, 801i1 ft0 ti. en iiro bOttlp, CO11(11101;0(1 properly:
(10) Acaintinr, in trainin
codurnal
pHJ t-simnel in lineal pro-
cooi,eratin? and ad,rininG aillininLeativo offioors
noncernod wit) ',.180111 Ike tiVi
o. Yisoal Soctton in00-;posod 0:. five uni : filU101:1
A t3 C101/11 ttl ? Yril,V14.1.? a,jroliand 1 maivo alum , tui ;7'4 c Toot/ ti in
i.:xontinini., and cortifyini;
y;.seal ,-;uction ii1 1 r.:, do !-iir Oot.ail.cd o:aniinnotion
payrolls, reimbursement occounta, and all otluvr typos 0:' -youchore and
accounts pri.or to certi r!ication non approval P.'or payment. Tho oxtulinra-
tion will bo pcirformed by auditors rantilinr with the lawn and ro1;u18tionn
of' the Onited States tout the disburoomont o rerioral .i)Judn, collection of
loos, disallowances, a U otlay: items duo lai-tud :Mates.
Li, Itosponsibilitiom
An employer: dosiGnnted (in ,.tuttorited Y.:'11.cor
in responsible for propor certi:leation oC younhorri in acerwda.;4co with
25X1A th9 provisions ot (Itat? 31 it( 6). :.To it: required
furnish bond for tho protection or tho itod!':,4,7,ates in sucl.; amount no
rimy be dotocrii.ned hy lireotor o.f 42,',;o uncy pturcuent to litrattittrtin
proscribed by the goorotary of t1,0 '.:'reasury and Is held accountable :`tr
and required to make 600d to the IfriitOtt 5tateil thc? amount or a:-iy
Improper, or incorrect payment:1 ronultini-, from any !:741so, inaccurnto, or
nisleadinG certificate mado by him an wo1.1 an for any paymon7. prohibited.
by law or which would not reprenent e.t loval oblii,atIon onder the t%ppro-
priation or fund involved.
b. Doaignations
The names of the ergployeos for whom cortifyine; authority
is souGht will be listed on "Schedule of Officers or 1.1ip1oyeos !iuthorisod
to Certify Vouchers for Payment to Asbursing 0Aficers undor the
13ranch of the 1overnmont" and submitted to the Director of c,entral
Intellionee for approval. The eraployees listed on tho schedule become
Authorized Certifying Officers only after the schedule has been sirped
by the Dtreetor of Central Intelligence and after the oriGinal of the
Schedule as well as the simature cards (Treasury Dept. Perm 1686, Hoy.)
and bond ):ave been aeoepted and are on file in the Treasury Dqpnrtmont.
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
Approved For ReCONEI S 111111681-00728R000100010001-2
T a IN, t* AYPTIIT:;TkA7T V8 rrr7Ivical
0. ilevooat ion
?????????????????????
Povocation of an maployouto authorization Lo certify
voucher?' i,t bo Konomplinhnii by tno uso of' the unnturiborod Trent/4'117
form on titlod " novoctiti on o ,ott wri ty to curt i ':"??? Vouoziorti for , ftYRIOIlt
tt)j Nhurnin ?fficers; undor noo raocutive Branch of tilt) 1::iCIVOTTIS1Ort
Nil C!` {Till be introllod In the nano manner no V.', al-thorization fort!.
Advahou Duct ni oils
Tiber? thoro in n question of I hw involved 5.1, rtymun t 071 ft
Ve.A.1010 r submitted to itim for cort i fication, on Autnorized ctertil'?izoi;
"seficer hos the) right to apply for and obtain tui uovenoe dooinion i'rom
tho comptrollor Ietteral of thy? !bathe.' 1;4;ates in acoordlowe wit); tho
provisions bf ruhlic Law 31)9 77th ColNroau, ftPProvot! !kicolnim).
19'11 (31 !;.:;.;',. B2(1).
4. nafokeoping of i ublic '/Nonts
..:11.ployeen &Argue" wjti !1O onfokeeping of Public nnoy shan
Ott ($1(1 poraonally 110110 for 111101 fiTICII3 (31 17. S. I" . 621 ? 7)", Pi. non].
oc ti on and any other offices similarly resp011611)10 W111 provide soros
or other suitable lockiry, dovicon oafoguard1n6 colioctione, aolory
chock?, bonds, ?Lod othor valuaolo items.
Poreonal fwide or poporn nhould not be pincod in flovornment;
narekeopini; facilitios. t;uch qunoi-offionl funds au tl:ono ror t)11 Pod
Cross, Community Cont, 4,tolforo A3socialon, it., in'tlin-
istrativoly considered :tecessary to bo placed in these :Acilitien,
oould be in n floparatn lockod compkrtment or box with to key to soon
container in the exolusive possension of the particular individual
rosponsiblo or its contents. ';owever, the presence of ouci: non-&`Ticial
contents in the official safekeoping facility will not automatically
entitle the responsible individual to Vo combination or key thoroof.
aployeos charged with tilt, eafekeeping of Public -one: &All Oil
'.old personally liable for much funds (S1 1J.11.C. b21).
G. Tnepoctions
As required, the Chief, rinance Division, will diroct tho
Inspectors wader his suporvision, or officials of the Fiscal lection, to
conduct inspections of Ascal activities of the !tone/. critten reports
of all inspections will be filed with the Chiof, ?inane? Divieion, and
the information contained in those reports will be utilized to the
fullest advantago in administering financial affairs. In the event that
findings of the inspoctors indicate the necessity for future investiativo
or remedial meosAuros, appropriate action be recommondod by the Chiof,
''!nance Division.
CONFIDE-Al-14
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
25X1A
Approved For ReleaseCO FAILAL-00728R000100010001-2
iti:v II; VITIM TINE xmrrni1crP)P18
(3. Liaison
Tho Ooction will conduct administrsti,fo with
odorttl mg,enc!on or othor orgtulizations on routine filloal mattorn.
Liaison or purposes 0.! oonsumnating ACM policies, procodures, and
agreemente, ir othor activition nf major importanco will On coma/A.0;0d
undor tho suporvinion u the ehiof, ,141tuutoo
4rCUMITT7:G
??????????0111011.0.1.??????????11?01.????
acuountinK !'unntions c r the Agency will hes administereal by
t'fo ;A.01.30141t5 t ? 11.VICUI , litf.t010,014-11110t) t,?,("XiirrtIrtaltnr
fl WU.) 11411t promo ri ad #:o syc tests, and procedures ror a'lministrative
appropriation and fund aocountthi;.
1. (3eno ral Lodger
Goneral 7,0dger will ho maintained in tho Accounte unit,
ttctl:ieotion? for purponos of controllitn; subsidiary aocounting rocords
and for appropriation and fund accountability. Tho accounts naintninod
25X1A in the notteral Lodger, es wall as tho forma, systems, and procodures
oned, aro preecribed by oneral Regulations
2. Allotment Lotor
??????????????????=.???????????????????
a. Requirement
Auctal :; action will maintain official allotmont account-
25X1A rocorde in ncoordance with aoneral ;ogulotionn whink in
ittotod in part US .r0110,1111
"Allotmont accounto are providod for to purpose of chorine,
currently the unobligatod balances of' appropriations and funds,
and of insuring, insofar as pocsible, awtinst the incurring of
deficiencies..
"Accordingly. it is tho adrainiatrative responsibility of meet
oxecutive departhont, establishment and agency of the I7oderal,
Govornmont to allot, apporticn, and obligate its o.ppropriation
in such manner as to prevent expenditures in excess of amounts
appropriated..
"3inoo allotment accounts are provided for tho purpose or pre-
venting deficiencios in, or over expenditures of, appropriations
and $ippropriation limitations, it is obvious that if the amounts
allotted do not exceed the appropriations or appropriation limita-
tions and the obliiAtione and expenditures 00 not cxceed tho
amounts allotted, no deficiency or over expenditure will occur.
rt is, therefore, important that allotments be made in such mannor
as will effoctuate a control at the point where contracts Etro
approved and obli,:,ations incurred...."
CONFIDENTIAL
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Approved For ReleCONNOCENTIALP81-00728R000100010001-2
25X1A on"; '.V11"1PIICTIci1C;
b. .,'itintAffirtricso
A Roparato .alotraortt, 1,odgar wl ii u fie tabl I shod ith d main-
tained b,y tho j\ocmuflt Ihift, j tc,i1!etatiou, for ouch allotatont ncootint
wnich r1.111(113 ilitV0 boon allottod by Um puticet section. Thu ledgers;
will be rutintainual without rogerd to object (Amount:. Entrion in the
wariona columns of tit) lodger have a direct correct either by addition
or uubtraction on tho unoblit,utott tnaltutce of tuff allotment an follore:
1. Allotments . . . Add
2. obligations Incurrod . . . flolbtrect
S. obligatione 1,1qtAidated . Add
4. Not olabureemont Your:horn subtract
By extending tho balanoo of the various column in the)
lodger, Um cornett information will be obtained an to thio unobIlgatod
or free balanco of tho allotmont.
o. Coneolidation
Aa of September 30 of teeth year tile ellotroont lodgor accounts
for tho provtous fiscal your will be consolidated on tho basin or major
proo7oons or aotivitioe.
3. Obligations
ft.
tablisitratint
Obligations will orOfknaelly be established by menns ui
oopieu of tl:o obligatinr? dootaments, i.e., contracts, Purchase Crdors,
:;hop ordero, Oovornment ';'ransportation Requests, Travel orclors, Govorn-
!aont Billet of 1,ading, end so forth. Where Uric of such obligating docu-
ments is not feasinlo, the iiIiscolianoous Oblic,ation Record, Form
No. , will bo used to eetablisi: obligations. This foro will also
be 113717.7.5 it subsidiary record of recurring obligations for pe,yrolls,
rental and survice contracts, travel orders, and other claanos of
obligatione, accruals, deliveries, or sorvices which extend over all or
part of the allotraout period. The viscelleneous Obligation Records will
bo prepared by the Accounts Unit, based on written information furniahod
by offices administering the allotmonts to bo charged. When obligations
are ostablisited by moans of tho Viscellaneouu Obligation Record., the
basis for computation will be indicated, so that appropriate liquidation
can be mado when applicable disbursement vouchers are recorded.
Al]. obligation documents or data will be routed via the
ludget 3ection to the Accounts unit, Fiscal Section, so that tho
tions na,y be encumbered against the applicable allotment a000unt.
CONFIDENTIAL
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
FIDENUA
Approved For Release C 2901N 9 : I - 11-00728R000100010001-2
TPI 1 VI(ATT !WIT:VreTTOltf;
b. Typo('
(1) Yernonta ::orvico ob15,r,ttLiolio will be oetabliebod by
i,e0ou1ts Unit on n monTarnatiTirTio flovor tit, salaries or vouohorod
oliplo.roott awl minted ovorti.:10. o payroll oblif',utiono will. bo
(40.U:4 oty poriod accordance tqltt tbo on sehodulo
ost-,&)1 11Lod to r o 01)11,,ation , thor thru: by the artount of tho vnuoltor.,
( Travol obliati on co verizIh spec j Vic trips w511 ho
ostobl: shod ont!..0-ii7ri trO-4,? to: Jo rravol (..der (Yon-4 34....+ anti
all a:clot:Ines tLuthort rd1 in t;:q.) TraIrtil Ordar. i.O. ? ur dim, in liou of
&tubaS , oxpozmloo inourroct ineident r.o tho uno o r Govern
'non*, Trontior,rtation itoquosta. RTICI other reimburattble sow, an
raw:mod t of tiourseho 1 d o rfoo te ono thwart int, anti all anticiptttett
:)blirationo covorod by tho 74)T:oat for Travol order. rrovol orciors will
not be relonsod to ;ht traveler nor will trove) be pot-formed until
dotorrninn'Aon has boon rind? Alnds nuve boon resorvoe to
cover t;),I, MI Li c ipa to d obl fnr ruvo 1 tronoportatioil rtiquoutn,
cite. Trovol obit ,ntions wi 11 no 15. qu I datmd wort tl.o rei nbursoment
voucher and rolatod ;;ransporto t. or, roquor IA aro submitted orpayritnA.
(3) Trausportutt ion I )1.:114;1tt.ions !lovcriot t .'
bo ostablisnou on the basis 617-77:i1iiiiTtr-aent 10.110 0:'rjt1t (i
11W. t.)0/1,p,tiorinJ07 ovortusent izoquoste for 'frau:wort:at:ton; iili. r.ol;
bo OSVA0011.5),Itid 11111011 th Poquests ore iusuod. Powever, .Grovolor, i;
reimbursomont vouonor is paid. t.. ci travel ob1%,ation Will be liquidotod
futO utic.. 'Transportation Onquont outured individually au ;IL oblihreAori
pAcuirtst 0 al lo tmont. ;4111 o will not ho roleanott to tho
oarri ors until Outs mina taen ons boon /31tiltitI o sufficimIt; :Units aro
ovoilablo to bailor t.no Ohil jfttiOfl. Billo of Lading, and TramiportatAffin.
.:ociosststy. will be liquidated at; relnixid freiglit billinc,s anti carrier's
are subrii ttxid for payninct, or ?:tpon vo -0 11
of 1,11din i;.
(4) Gontractu.al Obi:lotions ooverinc, com s
unication or n
wico,
rente, and utilities, and-a7irrOontrac6:al servicee will be estoblichod
by !A04-1118 of the Yiscellanoous oblicatiou Record, ?ors 34-o. Copies of
such contracts end/or a6reetaents will be routed to tho Accounts Onit for
oblat. Centructs or agroomonte win not be eriterod Into in responso
Lo roquosts by adrainistrativo offices until it has boon dotorminod that
surticient funds are available to cover tho obliattion. Contractual
obliisations will be liquidated when related billiags end/or vouchers art,
submitted ibr payment, or when such contracts or agreements have bocm
telrminatoct.
(5) Purchase Obligatione for supplies, equipmont, and
services will be etrablitined on ihe basis of copies of Pun:a:Kee Ordorn,
Farm 36-1, or other purchase documents issued by the Services 7>ivision,
.7`,('cA. Prior to release, the Purchase Orders will be routed via the Budget
3octiort to the Accounts Unit for obligation. Purchase eblit;ations will
bo liquidated when the vendor's billino are submitted for payment, or
When such .Purchase Orders are cancellodo
CONpnrIvTIA!..
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A cl(7,4n1i1r1r9 Telm,seT210416rONNWAI-pAr28R000100010001-2
T
(d) ohli4.tions for Claims wi bu entablishod and/or
oljusted to 86reo wrth the.anouncolarmod whon cL are submitted
to tho Ounoral Accoontine, A'Aco for diroct nottimont. nblik;nt ono !'or
olaiNu will bu liquidatea in auourdanue wit notico of sottlemont by thy
flonoral ticuountin4 ?mots.
4. Record or Unliquldfttod Ob1iKatIon0
Oma???????????????????????????X???????????VIIIIII.Inel.1?1110.10 111.0.
a. !laintenanoe
??????????
Thu Rocord or 1111iquidatod obliationo will by mointainod
by thu +l000urAto Unit for rouordin4 inforiation ofrtaininG to outatandinG
obli6atlons. Uocord will bo naintained by appropriation, allotment
oocount, and nub-object ?luso in ordur that (1) toe status of oaoh
unliquidatod obliGation may bo readily dotorminod, (2) it nay be armor-
talnyd that tho amount of uach obliation /And liquidation !Inn berm
oorroctly rucordod on allotment ledgura. and (31 an nocurato lint of
inliquidatod obltations, clausificd an to sub-object, may bo availably
Informtional ),Iurponou arai for preparation W' reports.
h. Connolidation
????????????...???????
As of Soptorabor 30 o." yao your thu record ftr tiui.roviouu
qnual plar will bo consolidatyd or, thv tmois or nAjor pvoi7ftnn
activitifm.
b. objust Classification
olijoct classification nyuiLols, based upon the typo
tlor,ecos, articlon, or otilor itonn involved. nn W..stingainhod fron the
iiurpoiio to bo attal..nod, will be 4ppi lud to all oblii;ation. oxendltury,
and collection docrAmonta Urfectinc, aipropeationn aLd nbject
clanni!lonti,m symbols as sot r9rth tr. thu rollowInA coda nill bo uned
to innuro uniforNity in analyzint;, recordin4, and roportinc unliquidatod
obli!Ations and oxponditures; to provido budgetary information for tilt)
proiatration of ostimates;and to facilitate efficient managomont o: funds.
Codo of fibjeot and Sub-Object Classification Symbols
01 Personal nervices
01.1 RoGular Payroll
01.2 Temporar!
01.3 Part-time and 'IAF.
01.4 Nie,ht "Jork Afferential
01.8 Lump Sum Payments
01.6 rative Pay
01.7 Livin and Quarters Allowances
01.8 Overtime Pay
ENT
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
--..44-4.-.4"."444.4444.4.11.4441444+
Approved For Release 20 rign1lk-010.728R000100010001-2
c (0 !'AMUAT41!; ArPTIITTNATIVit: MITIVICTT I;
02 Travel
02.1 C iv - !Amulet& C
02.2 (ii! - ForoiGn
()S flilttnry - Domes tit)
)2. 4 Iii tar:, - fox) rei 6r1
03 Tran po rtation of 'rhino)
03.1 Iter,u Aar
03.2 Personal ,:free to (o t; o station)
D3.% Ponalty 1:!ail (over 4 pounds \
04 4 ranun io Ittion !; e rvi (ma
04,1 Telophono
14.14 Ilrivato Linos
04.2 Telograph
)4.3 Cab1c6rmms
04.4 Teletype
04.5 Penalty !Axil /cross with appropriation limitation':
04.'3 po stag?
04. 7 Trans rot-a
05 !tents aril 1ti1it, ;orvicos
05.1 0 rfi co spnot9
05.2 %rehouse !!!,pacto
06,3 WM11106;0 aohinos
05.4. Toohnical ctI S.j*'ott
05.E riscellarons
06
Printint; and nindinr,
0(1.1 Governmont 1Jrintinr, n fano
06.2 Commercial
07 other Contractual Servicos
07.1 opair and k"aintertrince or Structures
07.2 Security Reports
07.3 Reproduction
07.4 Reportint; 3ervicsos
07.8 Guard Service
07.6 !,liscellaneeus
08 3upplies and ".!aterials
08.1 Office
08.2 photographic
25X1A 08.3 Automotive
08.6 Communications
08.7 Publications
08.8 viscellemoous
CONFIDENTMf
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
r * r eMPArPrld. *1.7 1/17?P ?.9.1(1)/A
F1DENTIAL
1.:15,1.tp,fm_90728R000100010001-2
rlullNieht
99.1 orrice
. 2
,:olts,A,04,AVO
19.4 OverkktIontAl?,rtv
'W.!) Oporotiolial...?qw,,i
r)9.7 opro,-bleton
19?8 uiecolluneolie
7)lutH.butiort 1,,o116ur
? vairtt.orAoluo
b
Tito .koomelt:i on, will Nictint.ti!.4
,)Istribrtti(7n !te (10:10riti Pn;;;`katttiOrit; No? 100. I entre-
rKeltn recorrte,..? $?ri tbo U.atrl'outdoo LudGor will coneint of ell
oxpendi Lt.are, settlement, and ref'und collection documents. T:.:0
':1 11 bo raallitali.iw.: by w;-,.,..-oprintione or fonds, ollotmont ocoount, ant',
;;141)-01) joot claus.Ifications t orbor it may bo ascertained t!.nt
n)untn o exponditures /11_14: oollectivna !Atvo boon onrrootly reoortied. Or,
kliotraptt :,ocisiore I WO eocursato ii. t or not expenditures,
classified an t:o sub-object, nay be available or inrormationel. burposos,
ank; prevaration of reports.
o. Consolidation
As of :59 .leptomber o7.' each year the D.? stribu ti on 1,edor
0001.intE; "or the previous fiscal :Tear will be connolidatot!m thobaci
o!' rat jor progrturea or tumtvl ties. aub-objec t uccountini: and ro
will be disoontiuued.
7. Lapsed Ap2ropriations
a. Mon appropriation Jayne, tte following action will be 1....aJzoi
In order tbat. surplus fund warrants issued by the Trotteury ratty bo onterod
tnto t eneral. Ledners
(1.1 The / 000unt hit will ascertain that all exponatl.tro,
settlement, and collection documents have boon entered in tilo allotment
accounts.
(2) The Aecountu Unit will cancel all unliquidatod
tient; by appropriate entry in the Allotment ',odor. The entry and tho
oblitsation document will ladionto that cancellation has been made iTt
order that the unexpended balance of the appropriation can be carried to
tio aerplus fund as prescribed by Seotion 713, U.S. Cede.) Ti-rbr 31
'1-7/nrIVT7/4 7
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
25X1A
Approved For Release 200C1/991/VIDERNIT 28R000100010001-2
rto p ;"TATIV:: TIV1TIVICTT(11S
(:tt Tle BedGettion will be advi,sed tt.e mm114;1.116
ueoblit'ated balseco or talytri)itt, t; flppropriitt.A) allot-awe
will bO OXOCIttad IfilithdrAlli7111 thou O blatt11005.
1Pine.1 nueunerr ei 11 o prepared ut lapeod ap,ropri ntioen,
end furtIor allotment ledGer accounts will not be regt,irod.
ANO
.1110 ????????
7ho l'ayroll Init. cl nctioe, will be reeponsible Or ee
pe.ration, pre-audit, and Juir0 anion for pnyment of departetontel
'or vouehered personae' or thiri AGtmcy; to post-audit nnd netutenence
record!) applienble to overseas vouchtwed pujrolls; tho rmintenanco of
epplicablo leave recordn eked retire:lent recorde, both nu to recording
nervIce hint() ry peel retirement deductions; to withholdin, and .i.oportin,;
94,.,ounts withhold for leeemo tax put-peso's; the mainterumce of recorde
for 11. eavinGs riondo: nnd tho distributione of salary c:lecku real
!T., 0). ltivirt:!.,s 3on1il.
1, Tine Arid ,Attendance ItApOrtS
Time and ss.ttendance P.eporto, ?;-taridarki ?orm 1130, 7iovirimi,
uu need na A timekeeping record nor, and HS n as phy:10!:t Or
salarion to,. all civilian employees lieted on voucliered payrolln.
reports be maintained by (melt ()Mee or Staff' eeetion, or uni%
ori2teleation thereof, eleichover in hest suite for ehecein,., ettondeeco.
a. ilocordin.; and Reportini;
ee..ere iii11 be entered on eietedar(1 Yo ret 1130, eeeiset, hto
number of hours in pay etntuo, 1;e/ ennual, sicV, n.i COriponnator:
or loave witeut pry chari;eable to onch lil-day pay period. All avprored
evertime foul authorized ,o1.1. !lay 'Work for welcl paymont to to be rAttde
=St aleo be recorded on the eenreittrd Form 1130, Revieed. ;;honevor niLlit,
differential la claimed, the employee's tour of duty mast be ineicatod
on the Time and Attendance Report. ',;!he employee should be requeetAn1 to
initial etandard eons 1130. Revied, for any absence from work beafteee
of annual, tack or compensatory leave, or leave witheut pay, BO hH to
proclud* later dispute of leave chargec. In the cane of absence for
sick leave the sick leave certificate at the bottom of rorm 1130. 7lovieed,
will be signed by tho employee. if, at the end of a pay period, the
employee ill not available to initial for any leave taken, the 1%,)m may
be submitted without the initials. However, ritandard loons re. 71 raunt
be exeouted for leave for which initials are not obtained, and submitted
with the subsequent Time and Atftndence Report. Tr upon return of it
traveler it develops that ho was absent fron duty on annual or nick
leave that was not reported, a :;tanciarri Porta 71 showing leave taken '!/1.11
be executed by him and submitted with the next Time ad Attendance
not)ort sent to the Payroll Unit.
CONHDENTAL
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A
cT(APRrrplistsi or
WaT1
b. Cortification
A79,0728R000100010001-2
the leks.ti of each (4'fico or .3trAIT !-:oot;ion will desit;nate twr
omployous for each rtyportinG unit as out'fiorir,od to siat Time and Attend-
'neo Poports. to Oty 41 8 of th., desit;nationn it sponitson slitaturon
11111 be furnished tLo 1 iyroii lJni.t, Fiscal leo-titan. -Thou deer,nations
aro (Omni:9d or anthorixations revoked, t}& ttyrui1 nnt!? will 1)0 11(113 1'1011
tivitf dirt tOly by submission or mon oomiC,IllitIMir; styld spool, moll niIhH %ur.m;?
Cortiriontions on ricso nn;: tendanoo it rti wl.1l be
signed (not initialod) by desimatod 1411,11)1o:toss. no individual
certi fy hi 8 own Time Pfld ttcnili&noo iteport wcr mbLI,or (tuthorIntid
employe? is available.
C. 3nbmission
.....401?????
Vim? ton! Attendance ,i,oports wiiI n iorwardoil do an to
mrrive in the) is'isoal Soc-f,ion not lator tnr.n 4:3!) yer;. on to
tollowin tho oloso of t..)io 14-day pay period. o oop'rt wIl he)
ported by by (1) Appl iontions for Loave 3t,rtncifirct ?orbs 71, for taltitlik.i. 1041V0
in oxcosu of 12 days or levo extondinL; frolA one rporth?oriod to titi
noxt; (P.) clorti ficftto of yi1oitt or practitionor for sick loavo CT 0 VA) -
ine; a period in excess of 3 days; (:i) :itandard ',,orrn 72 ,A,?, nick 'vivo)
covorint; a visit to a 1....yelo1nn, dentint, orraijoto otc. aLow-r?trIC. i;)"14)
:to of tit? visit 1.8i.(1 tilt; 11.81110 i,,iL fladr08 of the (10C tor; nua
quplionto copy of T,?orm 324, hearinu tno al.fproval
t.tostioni for aut;;arised ovurtimo or holida; work.,
2, Pnyxoll Preparation
iopsrtmental payrolls for voucorod jorsonno) of 1;lits Aom6,71
will be prepared by the ?ayroll rnit, 7Pincal It9ction,
Thu current Salary Table issued by thel t;enorn1 Accounting OfAot;
will be ueod to dotermine amounts due omplmoee for per annum, monthly,
per diem, or hourly rates. Inch pay poriod uill consist of tvo rublini.0-
trative work weeks, resu1tin6 it 26 hi-weekly pay periods ilor !oar. Not
pay will be determined by deductin6 from 6ross pay tto auV,orlueri enounts
'for retirement, taxes, bonds., and other adjustments.
3. overtime and loliday Uuty
Rmployees who perform overtime or holiday duty us defined in the
?doral Omployees Pay Act of 1945, as amended, will be compensated or
25X1A t;iven compensatory time off in acoordance with the provisions of CTG
Ndministrative Instruction
4. U1144t
Smployaes assigned to a regularly scheduled tour of duty, any
part of .which falls between the hours of 600 p.m. and 600 a.m. are
CONFIDENTIAL
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
25X1A Approved For 10414421:01614I1 AIL-RDP81-00728R000100010001-2
r'in A1'117T3TRATT\rfl Tr:1C'rt;
tintitlati to componnation for work betwoon tom!, hours at R rnto of I(/'
in sxwtm of t) tif r LUAU hi l*Mt.ct t)-F-rnir4prtnnetTr.exTr,0yeifls aro not
on titled to this night pay difforontiul whon to n Iowa, status. 1.xtry,
pay for ni,;i:t duty Lo X001113 or too banjo rato is nut inoludad pt,rt
of Vic basic ruto for computinc overtime pay. lion ril;ht difforontial
is claimed, t1 o Tinto and ,Ittondanco yeport, rorm must indiouto
the //Nava& s rovin.rly schodulod t.our du ti.
1,,ivinit; and ,)uartors ii oweitoo
??????????????????????????????????M.
o ro poairically with o ri rod or app roved, ctuurtnri 11ts,iuut
and cost or,* nllowtotoos, or special ,'oroit..,.n allowanoyn,
itli be paid to thoso omployoun !..)ortautont r
titt i.071 ill ilorniGn
country. allowattoon will 1,o plat:, in nocordnnoa ni L ttty proviNio,o1
or Baroau of *to lindget circular r-0, arts anti !-?Y)r? the pli rpti et;
of perne,ropti (3 of Part A ci f 1.014,;01; rotarkr A- S, iv 1 liu oriployena aro
lasui fiod its 0).10W8
Group 1 - (Not applicablo to (14
Group 2 - chiefs or L i sal on o and othor principal. offiyory
restly subordinate to ";;ashiot;ton, ? (:. (1.'nlotta othoraiso npprovod
.oy the )irootor, these officials incloda cyation f:V-1;" or or above.
p1oyees :!ri. those Grades Tth0 aro not (Iiroctly aubordinnto o'''a&tinton
aro inoludod in ;;roup 3.)
Group 3 - Teohnictal and professional omployoes with f,rados or
A fp-4)
or or above not covered by nroup 2.
Group 4 - All othor ymployeys with groden undor rtt7N-r, or
3ervi.ce employees iiho are United :3tates citinons are
i.nt.itiod to pay dirforential 4;nol.; oxeced rntr of comp:nom-
tion in excess of f 10,000 per atuium) if statiorod in 'forriterion o:?' thy
7irti ti 3tates or a Cost of Ouarters and Livint; 7.1lowanou in accordonou
with Bureau of' the Innigot Circular it-e8 when stationed in a foroiji
country.
G. Final :Ira ary 1Jayrten Ca
Final salary payment and/or final clearance will not ho i,yon
to an employee transferring or terninatit% front tiiis tf:oncy unttl all
monies and/or property that may :vo been assignod to him havo boon
provarly accounted for or returned. Befory final payment is uncle, ti,o
final clearance form must by initiated by the ;,orsonnel
25X1A ()loured with the applicable officials in advance, and filed in the Pay-
roll Unit, Fiscal section. (See CTG Administrative Instructton
I '14 hf
r_NTIAE
Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
Approved For Relea selD1191//t VININP81-00728R000100010001-2
25X1A rirnTRA"T'l'e, TTISTItlfrlic,
12411.0 !.1tY1 "nt) (:0111;r081i, prO
v.Jalm for 1;1,0 lump-oum
payment to certain tovernmont Clriployetnu of ,tocumuinted t..ir accrued
annual loa7e due) upon their separation rron novernment ;ervloo or upon.
?...rannfor to anotkor nowloy in a position uti1., r rre rtnc.?, leasto nyoton.
final lump-Num paynonts will be irtado by tim Unit ow 1.-,he
basin n r inforation roLardior, Ike*, workin, day ev:d t nocrued
rtinl litriVO no shown on 1:!so rsonr.el rL ti oil tormina ti tL oft loyoo
norvi eon nrtor 4.;:c 'loot o l,nriu ior, 1 ns Cufl.rocnVO4i.
3ection er haw ii2h provi dos tat upon 0 4IOut U'
in-tployne of tt,i) r!le value of unused annual leave be paid
... upon tno establishment 0 valid olnim thoro''or..." in the ooli ow-
inf.; order o prtioecier100:
"First, to the benoriciary or bene.ricitkrien, any, inwfully
doniquited by thr, vttllqi. ? -7ettrorient vt typlionh10 th h to
Marv-ice;
"g000nd, if tboro oo to) 1,, desi, nit tc9 d c hi.ri ? ,
oata47,0 or ouc't. docoased
reyroll Deductions
Payroll deductions may c.) ma do r salary ',voriot.:triml.!-.0, leavt,
tiithout pay, rntirernent, taxon, bonds, quarters ailowancon, intokritneo
premiums for "1111' Ai:OrlOten nployons '1-otoctivo .',300Cittid 141, ra ItInnLern;
authorized by power of attorney, amounts disallowed oy tk o r;oneral
Accountini.., Office, and arty other duly at;tlierizod Coductionli
R. Retire:le/At TIoductions will be witQleld 't'07.1 basic pay in
an amount equirrto Zi ofri.he oil-IMF/outs basic pay. 1.r, WIcortirincn with
procedures proscribed by the 1,1norttl :,coonntinir, Clerics, them, doductions
are deposited in VI') Trenoury or the Irni'tod ';tate s to orodit o?' t%o
Civil Service Retirement W1,1 Disability Fund, and a;ipropri.nted for too
payment of eurnoities, refunds, and ot!-or allowances. banjo cslur;"
upon .which retirement deductions aru to be computed iw tbo amount
earned durinc, the first 40 hours of duty ette` week, without .roi;ard to
the ciays of the week upon winH soon duty is performed (2b f:ory. nen.
102).
The Fiscal Suction will credit the retirement account of
aaCh employee with the amount deducted from his basic salury, pay, or
compensation for credit to the Civil lervice Retirement and Disability
;\2nd (8ection. 12(a) of the Civil service Retirement ikOt of May 29, 1930,
as mended).
b. Tax Deductions will be withhoid from the e:aployeels pay in
accordance witi provisions of 3oction 1622 of the Internal Ilevenee Code.
CONFIDENTIAL
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25X1A
Approved For Relea
,voilli1/41. Al) 1
81-00728R000100010001-2
,I;;Tptttf "T"
prey i,101.:? epvly to al..' et;;?loyeen YO?
(11:(001'tki)11 11' t'oonss w,v aro t.) i)orforn nerviness cutsJ f?r.er 'tt11 utt
11V1, t. 10 1ajutrtirt. (;111001111" yenhJ*.
ric.tc,oritr, ifi o ,: h4! (tttriiii 1) rroP? unlery -.Jades
.1.381,4011 b./ thy clenerel pecount.in? au..1 17- 't.vitio(t. 1 '41I
1,;s3ued L to lItcron LA e I') colf,ntio
'it io1d1ru, oxerintiolo veil be eilowed orlpio:few ,e)
bsini 0 "?ipi.oyon to :1 tH. 01d-5,n1.; rt.), ore tor , "irennu ry
on filo d.th ;;;I) fcJI't111 ,rf is;y)loyen
:ails or re.eozion 1,!':t?:?ot?i on if
o1li1,,../00 !Ad 01?,..,sted %.:N!.?::,-.*t0..11:114,:. exe,11..tionui. -!.164(.1.
corti, f..1.cs-te rclain ?1 ?Leidvd co r
forn.l.ni:ed? do1 curt valat wi lrlin 1U ittyn %Mon.
Illvtber x
oartp ti1 n roducoO? :,11t 0(1 il J Corti rj,C
nttabor exomptione Maly IP) rtt any
StiLtanent, ':orn 71-2. showin, :tJin ;r-cele wnt:.os
;:aid and Etoon'; nitheld for ten bn furutnod otte: enployeo
;71 thin 3.)a:,/s?; a ft, r tn.,
t???10 Agency.
clout) no oalondar ,Yosir t !eur1C;ion fron
Xentin WitihOldiD ,;11 duo to an c.nplvec.in re LI) '1 lv
111 exemption cortificate, or "-4, will not be udjuntod. .:xcionu
)o1dinc,-a due ti? canceled checks, ovorpitymont of cr error ruty 1)0
adjusted. After :;tatorlont, nen borm +urn LAnt
wtployeee, excncs dnductionm cannot on adjusted rind ar.y -nfund due the
-riployno will ht, mita? by titfI ;in ronu or' 1 ntOrnil er,-nuun on -the bnui n
nripleynne ii incomo tax return.
o. Bond )eduction s for t'hu purcnase f inited !ita,:ou twit L,s
.ierlds may be rei1rt-777-1. employeo's calory ouly Upon roccipt of
':roasuri ,iepart:aent rem o. 254, individual i,uthorinnt ion 0,nrd find
'-?:ncorci of Payroll Allotments, sit.71c1 by the crvioyoo. adtl:orivat-
tions rotsain in effect until canceled by tiko employee in rri.?`:111c or
otherwise amended by oxocution e0 anoti;or authorization..
LWloyoSop&rated from. tne AVney may devosit a suf-
ficient amount to complete tin purchase price of the bond beitw, currently
puronamod by payroll allobaonts. Any unapplied amounts of bond dOthle-
tions amounting to 134 or mom, romainint; to the credit of the employee
beine, separatod, will be refunded.
B. Distribution of Salary Chooko and Ronde
Salary cheeks will be distributed by the Fayroll Unit, lisual
!;oetion, to design.atod payment olorks of the branoh, division! or office
In which tho individual is employed. A list containine, the lumen of
CONFIDP171,8
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25X1A
C7(;11311-17eTT74112001PFNIVt
811;-00728R000100010001-2
ttle ouployeen sad providin; spaces i'or eic,taturon %/i ll, anew:loin:, (MO:,
,-,roup of checks. Vio n.14;ned lists ovidenoinG receipt o tho chocks by
the 01,10.0yOUL1 Nana rettArtind to th0 liftyroll Unit innodiatoly upon
delivery or the &maks, t!ndelivered checks n000mposied oy memorandum
etatinG tilt) reason for non-delivery must bo returned tit r.he UMW tir.a.o.
Ta those instances where an employee abeent Crom work but it in know,
that ho will return witiliv 5 days, tho payment elerk may rota in tit.) list
or undelivered chocks for tho li-dity period.
xtrume care laust be exercised by payment clerks to tritium, that
checks du not become lost or misplaeed and that security regulations are
not violated.
United Otates 3avinr,e ;tondo will bo mailed by Lb? !syrol! unit,
1, sofa 1300 ti , to tho address des i ccated by each employee.
9. %cave Hoolationa
Veuehered empleyoon of n Agoncy mru govorned by the loftvu
roculatitms proscribed by :,,:xocutivo Grder no. 9414, and by amendments
thereto issued by tho UnItod Itates Civil ;ervieri Comrvisnion pursuant
to lout:ion 7.1 of that order. There follows a brio!' outline of to
leave reolatioun with respoot to accrual and granting of leave. to-
;other with administrative policies in specific cases. or special
canon involvinr, leave, the leave revlations LlelltiMad tibOVO nhnulu
be consulted, or tie; ?ayroll Unit, Fiscal !..;ootion, should bo consulted
for clari, fixation.
a. Annual Leavo
l'ermanovt employees will hu credited with leave Ikt too
rat.e of 1 day (8 hours) per bi-meekly period. 7,?43 innr credit for
loavo will be 4 hours, a:A additional credito will bo in nultiplou
thereof. 7,1empere.ry employees will be credited with lofty? at tho rat?
of 2- days (20 hours) for each nonth of service. Accumulated leavo
1,1ny bo carried forward for uso in succeeding years until it totals not
exceeding GO days; provided, that durine, the period of to present
onorgency r,r) days additional leave laity be accumulated; provided further,
that whet accumulated leave equale or exceeds 60 days, further increase
in accumulated leave shall be limited to 16 days in any succeedini; year.
Employees shall not be granted annual leave in excess of
the amount accrued to their credit. Temporary employees shall not be
granted leave until Immediately prior to the end of the month in which
it is earned. The minimum charge for annual leave will be one hour,
and additional leave will be charged in multiples of one hour.
CONFIDENTIAL
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25X1A
Approved ForReFegli
cl;
Loavs
.qNUL,
).1.rlIfin'1111(Tr(1717,1-00728R000100010001-2
and t.,oraporacy employnon n'hull be credited
ii uI louvo it.t ti .j o1,. 1 : ) bourn) par uonth. The rAnii-aus
Qroci.f. for nick 1 env,/ tL 1 ou r. and sid(li tional credits aro in twat:10ns
ti,crecr. ununmi aick- ',mon) R00;1,1011 MO fl tVfltilLb10 for Arture
provi tied I'm at: 1 till Co to 4.; 11 credit of tile ooployee IA t, dind
any viont.', dooli I It I, oxonoti 9() dsyn.
:31A.1, loovu will bo ixput.(d to oi 1njoo tttt t;? my arc
capacitated ror porformanno o ;431r hiti 013 1);,' eiCknOSH ? 54:1.11117 ? or
1, re( n an Of Mt '; n rineva it, ti r fo r eiddi p i;n1 o r option' frAnni no -
t4, on, or 4-roaimert rw3en rueibc r o toe i tJ.iti to Vara ly 0 I: t jfi
TM} to too 5. n rflic tod i th a o WI 1t 11 0 n,f1 qu it o arc
tovl attendance 0 frAploydo, OY ve t rou,,;!' l',7,pCnilii-11 to nOttteir,i (MU
tit8Olitlo , t o1,1%1 ME t) o oor) 14 o:lotTi . his pont of' duty would joop-
antis? to i,a1 t o.' otborn. -"he :-.iluirauta charGe fur nick locowi wiU io
;our, !u:o ad,fitionul lenvo will hc citu.re,ud in mtilti.plou or 1 1,0141.
An amp:lope s:;o in etbaurit. 1;tycntvau [sic:knees
,A41 superviaor aij oarl ftti practicable ori. to i'rat day 0:," hbnonce,
or as noon the rotator ns posniblo. i?etiltAru to 61vo sue notice Laity
ronult in the, absorkou lIU &.1 to amtual loavu or loavt, wir.hout
pay, an 4.;;A3 cirouifart unties tiny junt3.1'y. Ruquostrs for 51. c;"7
medical, dental, or optical oxaminatio!, or treatment shall be nubtlitted
for aroval prior to thu boinnin:, of the leavd.
cortificaten -win not bo roquired r nick lonvo
ciayn or lons. r.ick leave excosei (-.!' 3 WJ r L'l; mint bo supported
by a nod-1st:4%1 certi.f?icate, oror LUotou adi.inItatratively accoptablo,
mtich Liunt be filed ltbin 1 tirkys after raturt: to duty. luccro for
TIOdiCal ? Lentn1 , or optical oxaminati on or tree-tine:1i; mist bo supportod
I,',' a certificate of' to maployee thc.t e bon ruouivod nuoi trontrawt or
examination and shall include thd none and address of tr pb!niciun,
dentist, or other practitioner V:16 itod and tl:o diitu nd r;our o!'to
vi alt,
Men sick leave occurs within a period 3!" annual leave
and lents Ii or more coasecutive work days, t!::: period o. ilinenn rie,y bo
&IirGod as sick loavo and tho chartce ac,ainst annual lorivil reduced
accordingly. Application for sue, substitution of nick loavu for annual
leave shall be made within 2 days after return to duty and shall be
supported by a nedical oertiricate, or other avidenco administratively
acceptable.
In oases of serious disability or ailments, and mhon tLe
exigencies of the eitcation so require, nick leave may be advanced to
permanent employees not in (meow; of 30 days; provided that nu advance
of sick leave shall be made to any employao unities the absence Jrom
duty on account of illness in for a period, or lAwicdn, of 5 or MOTO
consecutive work days; that every application for advance sick 13ave
CONFIDENTI"
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25X1A I4PPr9rdrf?r.Reil\41
1-00728R000100010001-2
I 1 i.i .414di,10 "Wit bi LIOtt 1 CIO nortif'icatc", eon t! .t i,otki 0
1V10; C,I3 in1 bt) 0).n rept! apans+. sic' 1 ?aye sub soquontly erQII& Lod.
'Jelr lonvo 1,12Si ho hfivarkood irreupoutive or whether tho nriveloyon .1ns
tultotal loavo to his credit.
:;it:)-,. lofty!) oholl not ho athotucun to on uraplo,/oo
1,1i,Atud /Appointment, or ono oxpirinr, on t npoci ri0A (1a.4...o, I ft OXCOH or
!, 4.Z,111 til o1 1 ouvo tErrt tiO; .1) aorruo dur'nt; t u rerminini, period of
ouch appointment.
0. court Leave)
???????????????10????????...???????????????????
crnon 04,11:loyoo (tbeent from duty for attondunop in
)ort an et vdtnoss it: bu:Alf of 1;70. tu4 S trItOt1 or tmt r;ovorauovt or
::1100 tr5.ct of 1:clumbiti, or for jury duty in any :7tute court or oourt
of tj:e T.Tatod :;tato, thu absonco fror duty :04111 not be charavd at;ainut
annual leave but sh01.1d renordou an "court leave."
Louvo for civil ';orvi ou Kxamination
mire. ??????????morameramOmmopami....??????????.????
In ocoordEuice standard prtt.of,ine, thu employeon
this it[;enay will be i;rnutod time off vtittiot.tt caro at.;ainst lonvo for
Cto tirao noteessary to couplete (1) non-cotitpctiti-to examina-A,onsfor
promotion, or (2) op on nomputitive examinations for te -,rctsont Jobs
prior to tho toutablisYnnent or rer,intorz of eliGiblun. :71plos will
bo 4:,rantod timo off without cher4n a,;ninr.t l.uvt-re to take i4t.ny
:;urvioo examination proviously 7.akor, apd providf n1; Lt. applies
to thoi r present job. ff. oweve r, th ono employees who, in ordo r to (II
for a Tniciater, tcce open ooripotiti.vu examineAions other
required for their prenant ;lobo will do so on annual luny?.
o. ',,aternity Leave
Under authority of rei!,ulatione rolatini: to annual :tni!, ;116:
ivavo of 6overnment oatployees, applications .'or maternity loavo may eo
:Approvod by the Chief, Personnel r! A branch, loader tin .-ollow-
ing, circumstances: (1) written applioation will be Ubiai tted fICOMI-
panied by a doctor's certificate on Standard ?orm 71, sni (2) normally,
;asterni ty leave wilt not exceed six r4onths, includini:; accumulated nick
leave, accumulated annual leave, find leave without pay ntatue for any
balance of the six months' period after accumulated sic, and annual
leave have boon used up.
Upon receipt or written advice from the attendint; physician
certifying to Vle absolute necessity therefor, the Chief, Pe,-nortool
Division, Fe',A Branch, may al-prove extension or an additional nix months'
period of maternity leave in a leave without pay statue.
DEM
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25X1A
Approved For ReleastAiriA09MAPI-FitA1181-00728R000100010001-2
kk, k L
'tifi?Notc.rrtr;
'' tory istLve
SA`, Lnry lonvo r rninin,r, p.:rponcia only, "witiont lone
of' 17my, time, of.acienc!: ;'?atin;;" will be e,rantod to "ruGulnr"
tO d : ;s.n.tc a who aro members a." National lnitrd,
-,euerve corpc, or 1;!? wino corps. or Coast ()laird
Posen-we porary, aubstitistai, alai "when mutually employed" pernonnol
entitleu to militory 'envoi In onural, miatary leave wk, not
dxcood 16 dap; in ony one cnionnr yelhr. AddiAlonni tiM9 dUrJr16 n
onlondar yonr bo charGod au annual leave Or lonve WtthoUt prv IAD
doterninoil by t;)(1 erioloyoo.
onployoo ra1litary loavo should subx.;i.t Itandard
orii W). 'Ti, AppliontAml. !'1V ;,010)11, c000mpanion, by WO copiesO' hiii
NiiitOri oroors. loave '1111 be roi:orted on tho Tiom and Attendance
'ertri 13'40, in thi, column marked "other" ?wit. tho notal-,ion
ilitar,1 ",.onvo" ..-Anood Ira '?.ortarks"
Loavo i thou t u
:!1-1ployeosYI ii. bo ol L,1b10 tO. 'any Telt?roul; pay rci,arci-
li2;en of 1:,:y) norvico or thc fact that annual I) r;1 ttU if4 11 ernle-,roill i rod information. DI 01?644 100;
onhcks, report nhoulo otatv: cheek was not received, or. war;
lunt after ruceiit. :r tcimc.,. ruceipi;, t.4.,f, employee
nnhol... ata;. Li., ircomatancon warrounainr, ?;;Ic losu orb; intilento
wIlother or Ito t,.t ii () col): ",e.-1 beer; endorsed oy the payee. rn t',et rase
Of a, 14utilatee or borne:me c;,.ec, is nenneotiablol tn.., owner
tooLad forward. tin.) t!, ocisrmnication t( h 1sbursint;
Officer. 71hero nc n c!,00fr 1 detertainod n hok-;ntatnielinc,, the
Trounury :)teportruer.t will furnin; the cleinunt wit!, an am,roprinto rem:
!.'ir eh substituto
Tr tho oriGinni cflock i3 recovered a:tor rtop payment tan
euen request ed bu before a aubsti.i:ate cheok .11.8 been received,
Mina r should ioraectiatoly advise thr Treasury r:ootrtment that the stop
plyrak3nt, request may he disreGarded. the on. wok t.n recovare)d
lifter ti w sltbstituto has been recoived, the oril;torAl munt not be
(lashed. Tnatond, 310u1,1 4-)f '"oreferc d.t3difttfl1f to '';11(.1 '15.Villi011
Hhtl rfln:ael11.41, 771-CIR1111,7/ ortrInnt, --:anhinton 25, :'er cancella-
tion.
C. ,?:ncierner,tont
-(itonever tt payoff (11: ft cllock clai=n titut the ovtdonsommt
ti.oroon in t ro rory, tho oo rrcupondanuo will be referred tc
311urain etwAr -^or '.'(.1rwarilinr, to 7rencurer
o la nil tad Stntos.
d. 1"oeks for Canonilation
cJI:pcks not duo tio payee or ';in estate, or cheek:: errone-
ously issued and not properly payable, will be returned to tho Pineal
Section fur cancellation.
0. Unclaimed and Unde.livered Chocks will bo returned to Vle
issuing Disbursint; Officer who will hold- sue); checks for .t.';',et;
months froi . the last Jay of the month of issue. Durinz., tv.ir period if
an inquiry is received from a pe.yea requestir.g that a check be aunt
a 'otter is addressed tc the Disbursing Officer nt.rthorizinl; the
railing of the check to the payee. rf in:iuiries are not received, the
check is forwarded by the Disbursing Officer to the Oeneral hcoountint;
0:floo. Thereafter the payee is required to make claim for the check
to the Pineal section over hin own signature and nddress.
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25X1A
Approved For Release 200
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!:A.1111AI. YY11711,,TUTTOrt;
A000unt Current
?????81110110
1)tehursinG ;''ffleare prepare i monthly Account Current,
a11 transactions Cor the month. The ;,ceolartt, current, aro received by
Aceounto Unit, 'Aetna s'.or ficninistrat,ive examintt%ion and
vorificat on. A f te r cortiCionT;ion tt I (9 .no unt e ( rroti re.4'WILdOi
to t)o Oorioral olecountint; !Ifrieo t;o6ether wtth applient,lo :itttnuard Form
1096 , unser, to tome n t .)i atm rs Mien t s and o I. 1 c c t !. on v by ;rorr1st1.jon
141,;l1tations. Accounts currant for jeld installations tiro rnkitortod ky
t'he original paid vouchers, scikedulos, atiil other rolato:i ,foeumehts.
The schedules aro forwarded 17,o nonoral 1,ccountInt., orfier. 1111:t.t o Aorcao.t
Ci-rront and tho vouci,urs ors rotainod in ti:ty Con.lile!0;3.r,1
flaunt lootion.
4. Disoursing Funds
To imoounts TYnit, L;oction, rosponnlido
and maintainlnt; sul7ficiont dinbursine; funds in 1-..1 (..cintritl
if fico Cash accounts and Maid dichursitti. fIce 0, in t,s.
ror soctwiri.(;
;)isbursi:16
a. Requisition for 7)isburai.nt; Punds anti Aneutintablo -nrrantn,
Treasury Form !!o. w )e preprtre y the AccourT,71-5 It, `,"...acti1
for transforrin6 funds l'ron. Treasury Care,. accounts r.o ccin":11t1
Dittbursi.ug office cash tieot)Utitt3 to racet the currant 1100(13 or rm. Th;s
form will require ti., approval o:^ to Chi.of, :;11tance
b. RequeerL Irtutsfor of Ponds, Treasury Ferri r'o. 1(3,7.9,
bo proparod 137r-Titto Account's Trt_scol !'cc hien, for transforrinc, funds
to or from field disbu.rsing accounts. ;`untis transferrod to .1.old dis-
bursing accounts will ba 'oasts(' on allotmonts ruithr)ren and ottme 7ac.".;oni
"surroundinG t!-:e disbursini; activities of tho applicable field inutttlit-
tions. Nxceso funds on deposit in field disbursing, accounts tli.rt ho
withdrawn, when warranted. 'Ihen activities of 71 field
discontinlued, the clisbursinu, cash astabliv!-ed for one, purpones 5.0
5. hdrawn.
Where disbursing account symbols have not been ttssiGnod,
disbursing activities will be conducted in accordance with the foreial
draft aocounting procedure.
25X1A AUDITS AIM IMPORTS
1. site Audits by General Accounting Office
In order to maintain proper security, special arratnottente are
in effect whereby all original vouchers, except payrolls, are retained
in the Confidential Files of the Fiscal section. site audit of the
Pn t1/4,1F-..!r! m T1 Al
3./4,,?)14: frt...)". I 1-1
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Approved For Release 2001/09CONE-WW-11486000100010001-2
GP; AIP!IN'TraPA7V:i: thSTMICTIOlis
25X1A
vounhers `,11 conducted by duel 1,,nate1 repreeen tett yes or 4,:,!,0 Oniu, ml
Accounting sale, have been eppreved by n*0 front isocurity vim,-
T o ea t. is accompiltn?ed on tho premises of c-r(:VVtl. apace
anti feeilities provided 1.)y the tiau1 action. :i to audit 01." pnyrt)111;
25X1A is la 30 Intuit, on the prerlinea (4010 ACUOUil ti i 1.1110m repreuentetiven
in uceordance with Oenerel 11ftttonp evi
25X1A
'iceeptions
11??????????-???????1111?????????101111.10% NO
Generei Accountini.: office Exceptieee tri Oki ti tiOCOMItfi
of this .11;ency aro reporteThT 5 '771 IT Taiti:inrcid7711.01, ;:oviunn, "voti
Oi.';xceptionn. Alt one) the exceptions are taken on t..!ie ease;Loyinic.
Officer, the coal :;ec ti on i 14 edrainintratively respells Ole :'or handl
and ruplyin:, to ol;o1. oxooptions accordance wi.4?i. ,.10e0 rai poi:n1 AM. fie a
, '?evi sod.
b. Administrative ,:seeptions teken t,ors 1:!!?,
tiotio:tI usually tO rspor1d on n s trot' ve Audit Mfuzco
Statement.," rer,A he. $4-3. The rentions for tit exceptions will he etated
as briefly am pc3aible and, ru.era appropriate, references e1,11 he made
to CIG dminintruttvo 'Arectives, controlliet; 3tatuton, coeptrellor
1;eneral's INsciaislona, or u*bor noipintions applicable to the oseeptIon.
-we copiou of tho Form No. 34.4; will tio :').Arninhot4 to payee u:h the
?hook nettling the account, ano is copy ilttneVd tOtho applichle vou&er
in support of' ties adjustrients mcdo thereon.
3. Claimn
??????????
a. Procennini;
Clairae 1.11V01V1116 a doubtful cluesVer or' fact or I'm will
be processed by the lisifical oactien end forwarded to the c;entiral ,ccount-
ing Office for direct settleuent /General :legulations M. Claims which,
if submittod to the General accounting Office in the normal manner,
wce4ld violate security regulations, will be f; Yon 'special eonsideratien
and handling. A claim may be in the form of a voucher, rionerandaa, cr
letter, and; should be made over tile) actual signature of the alai milt.
Letters transmitting claims to the neneral Accounting Office will be
prepared for the sitglature of the Chief or Actin2:, Chief, Pinance
Diviaion, end will include appropriate references to applicable appro-
priations, previous vouchers, adminiatrative recommendation:I, etc.
Transmittal letters will be supported by the original or uortifieci
true cow of all material documents.
b. Types
Claims as discussed in this section refer to the feflowing
general types:
(l) Claims involving undelivered, lost, or canceled.
chocks, or checks drawn to deceased persons or to wrong persona, or
r
4 4
'L, /\[
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Approved For Release 2001 00010001-2
25X1A i" ):. Air.:14 jr PT 71;3TIAICTTOr:;
drool to wron4 otounts, wqich !olve been returned to the General Account-
offioe.
(2)
Claim based on duplicate Invoices or voucLers.
() claims for nwp:nt in OX00X3 of contreo price or
n?idittonal payment Invoivini; paid accounts.
(4) Claim for arAmtntt dun doceaund or 144040.noonpottIns:
oployeou and indtviduol contraW:ora or othnr ub1 0 roditors 'tho are
deceased or leiaily incompetent.
(C.) Claim nfbonkruot crodi to 115
(5) Claims iuvolvik; voleaflerc wolci! to' Onnoral Aonou1171n6
OVeico hos requented for set-of purl-000n.
(7) Claims ttgOlUltd dOpO aitod into the "'incollanecus
i;ocoipts accounts ALAI pu,yablo rrort ".futund of ':unoys ;.;rronoously poet-Aired
and Covared."
(V) taaims lapsed approprintion:i.
i.Statutory hirsitation on Claims
*111,0?01.1?=.10.01?????????????????????~...???
rublic LAV Ho. 76t)) Congress 01 1:;.1;.C. 710 provides
tlxn,-, every claim or (JOT:Wild (oxoopttt o-nin or demand by any State,
".'orritory, possession, or t!;11 Ointrillt of Columbia) aGainr.t tt Unl.tod
Otatos cognisable by therloneral ocountin17, under f:;octioll :i(Th of
thn iindKnt and f,ccountin .ct 71 U. 3.C. 71 and 266), shall bo :orevor
borrnd unless aucth claim, troarin thf. siGnature arid addross or tho
claimant or of au authorized agent or attorney, shall bo received in
tile::: office within ten full years after tho dote such olatn first
accrued. This Act also provides tlort wi.on a ?loin of any person sorri nt;
in the military or naval forces of the Unitod Itates accrues in time of
war, or when war intervenes within five years after it3 accrual, ouch
claim may be presented within five yearn after peace in ostablishod.
d. Review or Claim iettlements
A request for the General Accounting Office to review a
claim uottlement ordinarily munt be made within one year or the date
of the settlement (17 C.G. 516), and should be filed by the claimant,
or one who has power of attorney to sot for him. This Agency nay not
request the review of a settlement or decision on behalf of a clairuint
whose claim has been denied unless the matter is one of official
interest in the adminintration of this Agency (17 c.a. 1021)..
?,7-?
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25X1A
Approved For Release 2001/09/061:tkilA1ig4i11)1)
r Tf',fht-t!o. of"
4.
?4?0?
,It)V1()
;
R000100010001-2
17:1t1rttf.tit1 ,tuw flrO etti el (1,11c rt., p() OA; "04 0'. ))1.1 I IA)
rt%;(t rryil k).y t: L001 410 Li (0i )t,1 r "hist/101011 or adrt1)11 ot,r10:1.ve
roporta 1.1-01;,?I-hd rollitro,I.
rl. tra torlonI in /.)01),(1 ral ,rsonont Holancoo, 'or ]]1
will. he prupptTh-trnotirry-17).7 7..7,1 0 0001.11 t.t.i trATT,71.11 acebytinarn
25X1A Oonoral rtvo rt Poi) roaorttn r ciosint; trial
ba lanes of qt.:no -' t 1 le Iulta ilttlarloon roportoa savior
!Approprintiona aod rondo r".1.! rt);14'1;; tfAi. tipool4
deposit, and rnt liCrt1.1411(C;(11) R000'4,11.3. r- ho
(Aid to tno) lona fp oop:,, "!).1, ?
? roP1-1.11". 0 :.tot lichcoAtit.
b. .t..,14...enrsta. c!' !lrliartontt .:ta'i.tas A'..1ProPr:1,,h%t,):11ii
25X1A :.;4.;itrAtard. ;1'07-3 111'i ,71I1 i)roparod fl(10:717 17,7C. ; Iltat 7:7;
rdaricto 1Y t ,;(7)horal ,ai;iiI(1!;1.orti; al:ottn ,.2)()
3tnt.tAn ti ci t4lle,Xj`ent106 iwpropriati...4:n and ?14.1.1t; t+f; Aconcy.
roport Y1 11 hautro.i.i:.tod to r.;c1no.;.-41 Pecounti_ii,; two
0,1rni3ii0d t".0
Q. ":,+:411:40.'tu ort) "-,11 h't, 04...101L e CC
25X1A P ropriatioas, .11;bri1ltr1 173-r7-Tri77,- li-rn co r7nrn
iccountniTrir: in necordatam teonint1
ro;,ort dopiata 4,:t) n rt,T r Li on tr.0 o n.iecortIonnorkts
o or to N?fd1:,at an :1 alio 1-..o.oc Le act ori L.:y(1 of .!.2,o uc
-!)) roport 14111 be illib7:1i tod to ea '.1`11 tit)
f^yrat shod tie itilit,:et 'Oation?
rtiu to,)
iL Noport :1.tatus o iii)propriation, will be prtJpared
by the 1,-e-C7)(111-1 17-rn ew-llorzar.neo Kith raquirciaoritei (0
froasury iiapartzioat. The roport i?revidoD curroTAL dotc. or ti :t: to...atttv
aLpropriationo and nande of .;:J'f, At;anoy. ori6ine.1. 0.11c1
\rill bo subtaittod tAi the Traboor,.., -)apartutent whici iti t.ort,
t't ertinal and ono Copy to 1.14) '31i1eao of to fludi;et. !4 copy v&l1 nimo
?si.arritni*.f311 ririfCO vi. stork, and t e lof.Pi/dritr:
0. f)110.I.yoie of Approprintion !:tatuu, ti, will bo prepsirod
ionh1y by tt;ocurti unit to orm to 4;.r)s roqui rationtn of the
ittreatt t},r, Thldet. The report providea currunt data w!..th roupoot
tc expanditurtis and oblatione by furottone arid object alassoo. A
copy be !karat GII0C%the '7(oective for P/, the chicf, .c.1111C100
aTIC.1U10 Chi? f, nudGet 3oct1on.
f. Report of Oblii;ations and e,xpunditures by Object anemia,
'-lorm 34-12, w prop:iree rant y y the Accounts pfl t, 1.21 coals:57-8m?
with adrainistrotivo requiromento, for each account to whioli funda have
boon allottod by the Budget Soction. roport shows a breakdown of
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25X1A Approved For Release 2 44/k, ,61AUA100728R000100010001-2
'
psi Li one And expontlituroe byobjec I.. ()Juanita und ti(*) droblii:ntmd
1,,Alnece 1),C 1.:401 Allotment. 4.;"1 Teti and it copy will be nebtaitted
to t.',At )",1 lot too, anti ft copy rurni ulted ;Le ,1,111r,et doot!on.
?;ions-airy r,tatttotlitt r( 4' abernortott tit nun Coll 00 4.tort e by
, pl-oprint 1,1rnif.rt-i;1 (Inn, 'tsuerttro '."orr-7117;5171;(171-170 prf)i ttro-rlion't?I
7:77,1:c77too-otin -irrarTi con "orreinoo ilettcra! cootnir,t1;1; 'loft cm
renrntrm ettbm4 t. tett to tim I:et:ern). Actunati; (sr/lint)
vlicahlo /10 COMt i',urront. rtspo rt 1.1 rovi doe 1 1n.i tft.ti.oti britnPoitywn
t,xpentilteren nett colleoti(r)A (roottristed by U??(1 ateire""m,; 0 'flour
t1,0 t1or(t4,,
;t? Annual :;tr;-intrt. r,1 of tt r-orten t Zflfl alto t 1 o nu ,
41 At roprac;irry-T7 rki rf -11iTr?, t )16- r' r iTtlittltkr foto-
rcliel red by tisio 01..ril 7.f.),r17i CO ir,t 11113.1)11 feta uttbrt I 4. tOd tA) tilt) CI V.; 1
.() 1...V ICC 'omit 03ion. roil() rt CM Val t irtran,t tranuter1,5 ono of
t4..0 .\ v;otte, no
1. ,uarturly ".!etur. mx itithold,'rt , -1, will Olt
Onrod tho qni,t and rue- ?.7ticiT7:7T lit%rktr.q intornul
l'ovonuo au rt)qui red by rctAler ' PN.svintet 1945. 71,0 7-?port itioluclos
allt.1::4 OR '.?!!.. 1;,1 ,01 d Prat V7ft60t) onploycon tie ,(Artiotattr quertur.
jo :;tut, will bt, propttrod by
:):1;iroll Tzi.it =1.t.1 01111 or n otaTater your for ono., ?rip), elyott. (I r Y'or
att individual etlployoe weo :wpm rated fron t4.04,ency dix:;.r;; year.
report incaution ,-,relle o1rnin,v3 fan.:4 tax 1:-rithhold. !)-(JV.irtito reporte
will coo furnished each eoployrie I.:tic! 0 copy (v-2al forwarded to 1-;r0
rcl IVA of Tttirxtal14?evenuo.
k. Annual 4opo rt of ithhol ding, rill be prcpnrwi
by trio Puyroll-WITT-7,7E-777-79771- oroach ce1e:1;41r your and /I 1;tinitted to
tt't 411 roou o f Internal Uovenue witi copies of ?.'or, Th0 rupori;
Includes total tax withheld durtn6 -the your, and ic recovoilod to the
W-1 and W-2 forum.
1. Report of t.nRvft 'Jai/woes will bo proparcd by 4-,:'10 e`nirolI
"(7nit chow-Int; ei-niinoyoest unused -annual and sick leave balances qu of trI*1
end of the last pay period in tbo calendar year. t sop/trate roport will
be prepared for each employe? and Porwarded to the applioablo adninie-
trative official who will retain one copy for bin filo? and relonce
othericopy tu the maployeo.
5. Reconciliations
Tim official appropriation and fund accounting lodgern and
records maintained by the Aocounte Unit, Fieca1 Section, will be
reconciled monthly. In effecting these reconciliation? the various
accounting and disbursing records maintained by tlic Fisaal section win
be compared with onch other, and also with the a, plicable records of
the Disbursing officer, Treasury Department, and the General Accounting
9ffice.
A.1,1
E
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-ii; ,'AptAi ;Iyin"lt; tu
Tr-1171(itirki ovip loyero orwourt trr rotirttraont, , %fix torrid
dqjor a, aint,nined L!,kr 'Ay tn. , front :; out.' colt 1 lb?
roconi3I lod i,rorr.th 1y , Uotol'o (.11t1: thrr okirio t pit tt(114./1(t ?row tho tirtiokry
I. 4.1(teil of IP 1'Vt)(1 1. uo rro fold ,t,ropri oupon I. Lod to I t(r (.:01(111:.
. (1(11 t o (' tru.Li, A col mn
*alb
J tan!) OA; 0( (WI 4t. ()owing 40(1 44,t; 10'01
.hat)o 30 ? I.( lobtf r ir 1 .07 10 *.i.ocorI Trt poo Lor u,,tur
, rob LI on Or Cs 1 H.'', ilywkno 41 .10...i it ,111
All a trvoi oi for tr r'.!"!.(1:114:1 1110 t,er 1:013ny obtrart()(1 by
o Bora r000tral.111; " 1( ,? (WW1. ? P1,11(1 1.struir kit
ono . .01 o OtkOx.., kr? (),y C;Ir.:41) a r orf5.k):1 tkl two vuc. 13.
rorikri, -fra -o 1?1r.i.n flue. Pt tip(' P1 1 tion roctorrl ? lb ()WA
oftei gun rtoely (.0r1011 t.i,te tsp() rs 71. t,.1,)/1 moo rri mot( :k trtrttorumt, 0phy erk.1
trivortto o Ctri;onlp .trk:t1.1 turbrA ttod (Jr: null:
'lett. 11,01, 1,113. rortri, coc .,oncy (110(3i t11(11 will )1r,.t
fo rim ri I o? 7;0 '1. 19 11 tf TS t;p0(: %.() r r itii fi 11 p ro! ro or, o rt.': 011.-
11. tOTI Ilto).T,Ort(ifit (9(6) TUC Q un
I:01x 713idoe ?,c)r. ii +: ,
)O I1LstO (itt. TOCOZICI I Itt OD. n -(7.11'1,ml-ton '41.
!-ICt),Pel
...,1'1,,rn.t; 1,f1 t,?11 tri.411)..51.e./17,ticw
filly to ()fist c:(3? 1:)cc,torl tkIr row( and opocil?lo!%ily ()ef?ions
v.s bvoot;t1,,,ftti, or. 101i c'h tiro ccd rrort vot(ohored Aine 17i.C1t.1
o '.1.0903 10C tk tp1,1 to m I 4:1)1 Will ,7(IltOrt411Y 1)0 ;04.0 rn ort by
r(1,1-,1:111.tionr. au t:1(.: ;,)(rtntivki
lastructiorlu fo rc)4 u1 c.siTioc?.; ;..av,.:( not boen, intin,w; to (into.
ap2)11,0t11,1(1, brtoic I71tltrta7tiona, ri:GuitttioTto, und
tAvo pi)llotor, ilt,p(trT,14ereaa 1130141 4101.3.vitirni 141 Irra
forr:r16:1. field o.rs_floof: with ac.tiviti.,06 firiaxiceci .t. r'. vuc1orr)ri
fl (14 (11; .
Letters nnd racnoranda e;ortinont to riscn1 activities will bo
ra..:(t to field offices, us reynirod, to nupplonont those inutructima
.11-v4, &tall bo hindini; on thoreceivinG offices.
2. rApenditures
13xpenditures as rolatod to vouchored llama activities 'for
field offices located abroad will be accomplis!,ed under two general
namely, roimbureemont e:nd disbursement. Dcpereditures for field
officos mi1tth tie 'United 3tate8 will be processed by tLo
o !Tice.
'10 rep 4(
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CIO MATIIIAL OF An- TITILITRATTVE PfnVitIcTrotts
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a. Reiribureement - Thle peothe(4 col:forme *.fo the prooeduren
out-
Ithud in liar Department Letter A00-400, but in not rinceuenrily restricted
to the "mai Department. Under this method, sateriale and uervieee will
be obtained from tviother goverreneut Roney operritinor, in the looality of
the field office. A nunnery or thn chargeu mid roc:Opted 3.nveicen for
materialn mid nervices furninhed dll ho traxinilittee to the other
szoneyle Washington officio for billice; thin Agency. Stich bine will be
rooelvod on ritanda.ra P?nrm 1080 by the Finance Division (Weshingterl) and
prooeased for payment. `t1)1c method !Iry b., oaod only w!.on provimitily
lL thorizod by the VtanhinGton (P'eion.
b. Disburse:a:lent - Icreiter tld Li method, diebureing funds and
faoilitioe le1 be me.do availeble to a tittle office. The !Actual dis-
bursements wil) be made by finici Dinbursing Officere of tho Treasury
Depart.roent, or State Dopartmont ofticials ropreauattnif, the Chief
Disburninq Officer of the Treasury Department. Vouchers for riold
officen will be certified by an Authorized irtii,1ni ffiner or t};10
Agency and submitted to the field DIribnroing Officer for payment.
Field Disburning orfieers will prepare a monthly Accounte Current,
which will be trae.cmitt.ed to the Pitianoo Divinion (Washington) for
administrative review arid ,:!ort 5 riention.
A Field office opera...Int; under thisi method will be primarily
responsible for the amount of diebursina cash on deposit with its field
Disbursing Officer. At the IA:Tinning of each fiseal yeer, or when new
dieburning stationn are entablished, the 'nahingtm-k Finance Avisien will
initiate action to establish current funds, based on available allotments
and information obtained in cooperation with the vouchered .11,mde represen-
tative in field offices. Thereafter, increames and doe/vapors in dieburs-
ing cash will be made on request of the field office. Anproximately
thirty days prior to the beginning of each quarter tha .fie).d office will
review and analyze available allotments and disLuraing cash belancen for
the purpose of transmitting estimated cash requiremente for the succeed-
ing quarter to the !i/nehington Finance Divicien. This infornation and
data should be furl:S.3118d in duplicate and should reach lashiut;ten not
later than ten days prior to the beginning of the throe menthe period
concerned.
3. Accounting and Reporting
Each field office in the !hated States and ebrond will record
obligations so as to prevent expenditures in exoess of funds authorised
for use by that office. Such oontrol will be accomplished by use of
Form 34-16, "Monthly Obligation Record", which has been prescribed for
use by all field offices and outposts located abroad. ll obligations
of the office will be recorded on thin fbrm, regardless of the feet that
payments may subsequently be made under either the "reimbursement" or
"disbursement" method.
?Citiilf.,?
4 id t ?
01 4/ 41
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T7 '
TO IsT AN 1/A L OF AlrfrIIISTRATIVT:
&eh field office in the United 3tatem end abroad will submit
a .12onthly report of aotual and catimated obligations and expenditures to
the Washington Miami? DiV11110T1 on Form 34-14, "Report of Aotual and
I.:at/mated Obligations". Dnta for preparation of thin report rill be
taken from the Farm 34-15.
Field offices operftbinc, under the "disbursesnont'" method will
aloe be required to submit a quarterly report on allotments and disburs-
ing oath balances.
4. Payvelltag.
Oansrally, the requirements mid policiea nutlined in Adminin-
trative Instruction , of Ulla manual apply to all field offices.
Payrolls for field offices located within thu United states
will be prepared by the Waehington office,
Payrolls prepared by offices oporatint, under the "reimburse-
ment" system will ahoy only the net amount to be paid. Deductions fbr
retirement and taxes, when required, will be effected by the 'Washington
Finance Division.
Payrolls submitted to Diebursing Officers for payment weldor
the "disbursement" system will be preparedb insofar as deducticrnn for
retirement and taxes are concerned, in accordance with special instruc-
tions trout the Washington Firoutco
k.;ip\jrt), r
f iijov
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CIG ',7011.1A1. MY.11-11:111Arr T.1:3Y1{T!CTTeT3
BUTAF,T Ari)
II it[ 1; It AT
1. Nrpouo
??????????? 0?00?1.0.? ??????
Tho purpono of V:in instruction is to anaign rosponsibility
and ontablinh Mit) procoduro for budeptury ndwinintration in c?!;, in-
cluding tho proparation end in :manta) of intorno' edminitstrativo directives
and the otentiltrdizetion fold control of Corns.
2. Definitions
1.1.40.100*mimi00.01111m0110....M.00.0.44.
U. liudGetary adminiewation coranists of tle procosaoa hy which
work programs elm TrantaTautraiTho?friiancial torus analyzod, ovainatod
and reflootod in the form of budgot outimatos; the new-emery 2'unds are
justified and obtainud from tho granting authority awl fonds Mid positions
allotted to proper Ind tfi j tho accountability onal control of Annie tiro
maintalnod to ti nrure tho execution or itut)torizod programs 1.tt an offootive
and n co no at c al manner and the rocults analyzed, measurod, ()valuated and
reported upon to tho proper nut) ri t in
b.Ai..,i,ropriation in an authorization by an Aot Coro;rone to
make paymentout ofl're-T7reasurr :'or upecified ptarposos v.;',.tiJo a pro-
acribod amount.
0. Apporti onmont is tho do to rnInati on by the Di rector of the
ni.ireitll of thoairEF the Amount of obligutio.ns ivhicY nay by incurrod
under an appropriation durinic a spocified period.
d. Allotment is an ?%uthorization by the head or othor authorizod
official, of triira -,f,?Zicyt to incur obligations within a spoolfied anoint
);ursuant to an appropriation or other statutory provision.
0. Fiscal year for the U. S. flovornnent is tie: period bo,;inning
1 July and ending 30 Juno of the following calendar year.
f. 01).k:et classification is a clacsification accordin,; to typos
of sorvices, articles, or other items involved; e.g., personal aurvious,
:;:applies and suite:1,01s, etc.
g,. Purpose classification is a clan lification according to
function, actIWEI',7-.1 '7-)ro ect, or other program sub-divisions.
, h. Obligations incurred consist of orders placed, contracts
awarded, se ces rrvr-crd",--ina.an 1 other transaotions during a given
period which legally reserve the appropriation for expenditures, in-
cluding expenditures not precoded by obligations.
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CIO 1!/011A1, AlrTtiTSTItA ", TTV 7.1111%111CTT(111;
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for
ilnliquidatod obli.otione connint or oblit.,ations incurrod
oxpor-ulrtii-ron yor7 !,;(71-nr:.iik do.
j."nobliratsd hainnoo in un ariount of nn approprintion,
apiwrtionmont, or rthinont-i7re.). hnn not been
? 4orkilw tUnds aro advance paymentn rocoivod undor soction
(301 of tho ronnon;,, /ct friTi7 which nopernto accounts aro ma&ntainod on
the benke or the, TrvA...uttry !!uptirttlont.
1. nfficor an
cy:10r, P.TriC0Vl.0fl.
3. Responnibilition
weld in 13); i ri illft truntA On roi'orn to the
a. The :i. rector f:ontral TntelliGouce rooponsiblo or
ontnblishing the Talley and mlaTiT:ii--Tinal?dinTrillon nu to the content
and amount or bvdrot ontimuton.
b. Tho Budget ?Moor hut3 diroct responcibilit for tho
dovelopment and aMTTAIriarint of tio cr(1 budt;et, liaison
vdtli the tAreau of the Budfwt "or the wirector of cnntral 1nte114.Gonoo.
0. The Budgot riection in responsible for the administration
of t.ho r:TC budgetary proe,r-7---rm w-th respect to 7...hu preparation (Ind sub-
rivIt:sion of budget estimatou and tho ontablishmont and control of the
nllotmc,nt(s) of funds in compliance ri.01 Federal lnws and roolationo.
? d. The hend ouch f)S...'fico or staff section recoiving allot-
ments has primary ..'raiponsitnT+...y7or?rniirritary Roninistrntion in
arot, initiation, proparation, juntificntion, mid nub-
nisei enti,ri,..,.;os to tl-o Budgot f.Ifficor, and prompt submission of
ropo.?trt,. no action may be initiated by any onployoo
'(lOU 111 roriu1 in the incurrence of s.);enc;,.' obli.rAtions except on authority
from auel responniblo officer.
e. The lead of each Office or staff section may iinnignato an
omployoo who, in 71THEUE157725r7NIITITTRI-61; will annum? tho reaponsi-
bility for budgetary adviinintration within auch office,
arve as liaicon official botwoon the 3udget Section and tilt! ()Moo
ooncerned.
DENNI.,011.*itir CP; 131/!}GET
1. Call for nstinsatea
a. As of 1 July of each your the Director of the Bureau of
the Budget issues instructions setting forth in detail the methodn to
be employod by the 73uciget Officers of the various agencies and depart-
men.ts in preparing their estimates for the ensuing fiscal your. 'nano
COW tuLN
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01' /V of t;fT:;T:AT1171.; TiTliOCTT''/!!';
atirii ttj exo rep 11 ri hy Jit:rUnts U r 4;1M t OIL r f urn 16
LoLtzr. TNIu ))'!Sall/ liorglanittitoH proparat.ion or td,tr ai;encyou k;oGotery
?.:L1111,.f:e, ItpproAL:uktOy ono yot.?. $n advance.
b. its J1 reotou by '7,ho !;udi;ot. Officer 1-.). o nudGot :ootl oni Notion
Vat niconcy "Call l'or rAtimates" tl..o various i,r6animationni units of
c;ft; and proseribou 10 n- atni ordorf 'ronertteti on. :.;(to;, offi.co and
:;taff ;cay*.:iork ot'lleou ir llai;ted :;tatos or abroad jj
roquirod to proparo ueparato _?..1.1-atiteu on bohalf of tit, tlold activition
for oach location.. c,:i.rtiarly, sopurato ontimateu must bo subm.1.4Ad or
fiftet; distinct oorrent and proinsed Niajor projoot. )stalled instructions
that Will bo ,-,iven in ?:..h.o anoual "call or T,:stimaton" include spocilic
dirootionu to bo followod in propar!ng; 'unts requirements. "."!,,o Goners.'
order of presontation and the material to be furniehod is au follous:
(1) ltatenont Authorization fron which tho :.:*unotionu
and activitiou tho ?filet) or !;tart: ;;(.ction aro derivod (Ionoral
Orders, otc.1.
(2) Or;anization rt.art Ivi.th brio." oxplanation o tho
relationships among; thy oonponoot, :,arte 1.-..ho Co:.)1'll 0 r 'taff gootion.
(31 3tatomont 7unotion t:m !7f1.00 or(,?;+7.a,':? 'zaction
and or onci of its compiliont units.
(4) cv,art ihoiirh. t.!.o Tv.-)r; tm:4;1; t.ho
varLous diviolono or units of tho r',(Tico iltaff 7,oc1ion.
(b) 7)otailed Justi:'ication .;,:stirlatos by Cbject
fixation an definoci below:
01-Personal Survicou - selarins al:d waGos,
compensation for norvioos rondored on it per
diem or fen basin, cash allowances for livint;
and quarters.
triutsportation of portions, thoir
stibsistonoe w!ian in an nuthorizod travol
status, cthor exponses incident to travel
iiO aro paid by (TN; oither diroutly or by
z-oiribursini; the trawler.
03-Transportation of Things chargos for
ransportaf1on and care of thins on routo
by land, sea or air whi are paid erectly
by co'; and not by the vondor.
04-Communiontion - transmission of mossai;os
frois place to place, includint; tolls for land
telegraph service, marine cable services,
radio and wirolc,se telegraph service, tele-
phino servieo, postage, mossenger service,
switchboard and servioo charges and telephone
installation costs.
05-Rents. and Utilities - charges tor rents,
heat', light, power, water, gas, electricity,
and other utility services exclusive of
transportation and comnunication.
?
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r,rn ,
contrine,onl
inowiUot,n. ilooLolonts, othor
/MS ? Lti.CI:oitni:, rx-intet! Come and
lo to :-:4badio
i.)7 -4 it:nor iSiftt t41Urvl cos - nil
c4'trc iu MtCJ.IJ 11,17.77 1111
0111,3u1 re'pai, V..ti; 1).?. LOrn tl 1;
GOW;rtIC t 114:.(11-,IIC,r) ; 144131 ti;??
11(141,30 0,7 .C1t)t.; tC
: ::rohiteo of* ',plc::: Pic "Jo
Um),
Da-0.1b;:flion
collat.:Laud-or oxpon,17.7Vv111,71.n n c,%p4ra-:..iway
ehort po rioti 431tau atIOL 0.3 CC fia() nuppI5,on,
oto.
00-':Abipulont tlo;tAnciv.y, iraploin.6htn,
TirriZrarFo?,--quhiolou, otu., WIU. aro adapted
.t0 aho awl W47 be oxpuur:od Lc; r41176
oxtondod poriod norvico.
Action on 1::etltatttons
r.:J?o outintaton subuittoil orort!..zuti.orlfil
unitso tho liunz.At seotion aro oaroftaly annlyrot:. coordituttod AvY.,J1
otThor CPI unit estimates upon prodetomin,./d ai.Anci policy bouts ar,d aro
consolidated intc tho overall CTr! budot doeuracnt in ancordanco ni.th
the l'OrEt and instruetior.a insuod by the ?no c7,-.1
ql.dc,st of:fluor roviawa tl.AU con:plated docurconn4 makes Froliminury
rochz=ndatione on c,unorei budi;ot o.nC subinits the dominant to
t;ui'aructor of contra.' intoi:LiGonco tnrou1;1'. the ?,tocutivn for l'ornonnol
and ,hdiainiatration.
b. Ilith tho arovaI of obiroctor Contra' Iutollit;onco,
wo makes final doeision on content 11,114 onount of ostimateu. tho (:7:r;
halo-At, docuraent is roviewed by VA) ,JTA nodot Review Coranittee. ;../.*tor
npproval by the COrailitt00 it is l'orwarded appropriato c'hannals
to the Pureuu of the BuilGot.
C. Buroau of to Budot couilucts Learings at which the
.Iirector or ..intral Intalli6unuo and his assistants defend the outintatos
by 6ivinr. ilarthor explanation and justification. If the Bureau nukes
nay adjustmente, they will be made with the knowlodzo o:(.1 the C,70 Rudot
Officer who remains in constant 1A.aison with the Bureau duriaz the
entire budgetary process.
d. The Bureau of the Budot reoommendations are forwarded to
the -resident who may make additIonal adjustments beton, includin6 it
In the :,ational budast ;which ho prosonts to Cone;roua. Me Appropriations
corzlitteen of the ;Immo of Repreeentativeu end ti?A3 30nato hold itoarings
C (MI
.-it#1
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25X1A cyG ,rmium,
at whioh timo tho aGoncy ii roquirod to Vurther justify and dofond tho
u6onoy budGnt us rocoranundod by thu rosidont. Further modifioationo
may bu made by the Apk2ropriation C.onmittoes, and nthoii an aGroomont i ti
roachod RN to -tho umov4nt to bo appropriatod t13 Cenxese puttees an
i.propriation Bill whIel b000mos thu A ppruprl. ati o n Act whon signed by
tho ?romidont.
25X1A 31r)01:7
1. Roatriotiona on Wso of !iUnds
??????1:?.IIM4.1111*????????????????? ....01.1.11?????????????? ??????????
7Lo GonGroomionui approprigtIons made) ovnilablo to tho central
Intollionco liroup ro for rixod onoun tr, ft:tn d contain 11 I11;atl.(;no tos to
tio purpouo for )ilot eh 'unda"--Mry 477+7. Gone nal 1 o65. 1 ati. on or o th or
atIonoy Appropriation Acta Ilny rano llmIt ti o purpoaa foriteljoh funds
may bo spent by this aGoncv. Bureau of Oa) qUiriTot estoblishos
1 tral. tationn throuie -:7,t,o modiun o tpurtorl (1;11) rtionnontri onocifyinG
when the funda latv bo spout. 0 con troll procoduro i.'roseriboO by this
TrAruotion is to au our., I,tuL1i to r I totion nro not
atm!.
Apportionniont o
suction Li or uxeoutivo order No. U511! drovi don tit oa&I aGency
must subnit ostimatou to tho burontu o: toP
e:own,; hovi much or
the to.t.,u1 money appropristod in oxpoctod to be oblioted OurinG each
quartor of the fiscal year. YThon upprovod by tho Director of Vio Buroau
of the nud6et tho quarterly apportionments aro hindinG and roprosent tho
maximum amount of obliGatiohn which may be incurred durinL, ouch quarter.
TLo nureau requires imriodic roportn of allotments and oxpondi turon an
evidence that 1:*unds are beim:, expended in accordeneo with the upprovod
apportionments.
3. All and Control or Funds
a. .710 DudGet nfficer, after consultation with :,ssia-,ent
D7Ireotors and ciefs of Staff Sections, determines tho quarterly facul
requirements of each Office or Starf 30ction for propor oxooution of
functions as assignod by the Director of Cuntrnl IntelliGonoo. paned
on these determinations the Vudcmt officer or his authorized repre-
sentative will allot funds (by object classification for information
purposes) to each organizational unit an Pori 32-5, "Advice Allotment
Authorization." These allotments are binding as to the total =mutt of
funds available during the appropriate quarter but discretion may be
exercised by heads of Offices or staff t3octions with respect to obli-
gation by objects, subject however, to limitations which may be set
forth on the allotment document.
V
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b. Wilco rind :ltaff :lection heeds will be informed periodi-
cally by "Advine 0C Allotmont Authorization" of the a' ount .r1,01(16
allOttdii. Al 10 t111011 tfl r flillda t4) 11.014t offices In Vie United ::;taton
and ebroad are undo to tiee ITanhini%ton office or 3.taff :leu tion n ron.
;10. transmittal to such irstallations. natal in con,;iinetion
with the moittlily obliciation reports (For , providod by the Aeon).
motion of thelnance eueh ,,iiviorse can be compered wit.h thr
etatealont of clnasificatiozrobligrttiona as of the close o.' eneh tiont,)?4
for the purpose of obtainini: information 11.(1 to t is 1/11()ta iIlt0(1 bILlnytcO
Apia 1. Cala() to 14801t ObjOut oxpenditure. VUrn t th u fled additional
needs eon thus be determined, and available ::tial fin rVily ant o4"feotively
c. Tt 1, ineissbent upon mien CIG official rotteivini; allotments
ot' funds to refrain Crt.,:l piny net Ivoul U result in the ineurrenco of
deficiencies. The agency in bound by the provisiono of tim
Act or ..tibruetri 2, 1906 (n 13(113) truilen it a criminal
offense to incur n ?Ieficiency.
:caponst for .Idditlmnal ",.?undyi
it. ',1,ertomer :ifi'ice !:,:eetion hose detonlinor: that
tho current a.11ot.twitit or' funds ti insuffloiont or banio oimrations, ho
will prepare it "Request .*?"or charn;e in /,.1.1otrient," Form ;ill-7, itioludi.nc,
npr,,roprinte detailed justificetiort for itrty requested increase ir his
1,:utirter1,7 allothent, tnal forward it, to the Bodicet Officer. T.f the
request in approvetl, the Iltuir,ot -,oution will 1:,roprtre anti 1.r.,nuo n
visod Form 32-5, "Advice of' Alloi;morit not?tiii.f; :'orth
tho tn.:ju(-tad amount of funds' nvnilable
Funds for irojects requirixo; action by the 7'rojects 'foviow
?:orttlitteo will be requested in con junction w! ti: tLe prosuntation the
::roject tt t.() (1013r.A. tt0C) OT1 Project 7.roposel. Tf, after
consultnUon wt th app ropriato o!'fiefals, the decision of the corrAttoo
Cave ruble , the approvedPo rs will be transmitted to tin eutir,ot
071t'icer woo will notify the Ilud67?7747ctiou to prepare and Jenne a::
"Advice, 0: Aothorizntion" covering the necessary allot oat
of rondo.
5. .!.11otmerit and control of ouitions
????????1111
a. The Bureau of the Budget is empowered to establish personnel
ceilin,;s for all executive departments and is required to report viola-
tions of such ceilings to the Congress of the United States.
b. Per CIG organisational units personnel ceilings are
dotorrained by the Advisor for Vanagement, in coordination with the
Ltudget officer. Based upon this action the Budget Officer requests
an agency personnel ceiling from the Bureau of the Budget.
Nt-IDLN I IAL
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r.!r11/0, oiz ./V:V 1 fltt?ri: V.; 1.*S'oRIJC, TT OTIS
0. H000rd colvt.rol n Iivci boon ostablished wi 1ijr1 titer crn nutipt
.toction t provont-, ent;)loymoot :11' pm-sonata:1 in excons o,!' the ontabliched
cot) 1. rt, nod! }VgIntUrZyr linit;ations and to provide spooial btadgotrtry in 17or""
on. r,f1 r000rds fkre maiittailted 11.3 .7.40110WC
(1) ,'ClroaniitA A ot3 ontjo,3t, porn ;?;?...3, ori;riziatint;
.ILany ordr,.1 !anti onal unit of ,-:',"(;$ in aunt to the . orsonnol ,
viola fornards VA, action t..) :,osition Control Unit of tOo Itttdot
!';ootion.
(2) tolort 8oction will take appropriato acr,lon
On the Request qopeodfot;; Jr1r1 Oto suf!.'.icioncy of (\Inds, Trimthor or not
o ceilinc; violation in Jnvolvod, or any othor pertinent ;.'notorn. Th*'
:',0(11033t n tlion rotornod to tLe orsonnel olvision for Curthor prococsing.
(3) T! o porsonnel oivIsion fury:it-then two copios of LItandard
Pori no. 50 "Pratt :leaf-Amu of Personnel Action" to Cie. iludget ::;ection for
0rocosnin6 and redoes() to the .,ayroll Unit, -iscal :;oction.
d. ToBudget r.notion proparon, as of' thu close o:' business
of eaoh oporational day, the or"iciai CTG strongth report. oudc,ot 7;0otion
records used for this iAtrposo aro roconoilod with those of .t.10 y'orsonnol
ilivinion t:--to close of business onch month.
? Assiowtont of Allettlent Account Symbols
The 13udgot Section will assign an allotment account symbol
nunber to each CP"; organizational unit, activity or prtii-ject. Tho
account symbol must appear on all administrative actions involvini; obli-
gation of funds, o.g., porsonnol actions, roquonts for supplion raid
materials, equipment, etc.
7. ?Ioproval of Overtime and loliday DLitt
it. nasic Y;orkweek
There is i.lereby established or tho Central Intell::.gence
Group it 'basic" workweek of 40 hours consisting of fivo roollarl,y
scheduled eie;ht-hour workdays, vonday through Priolay.
b. Administrative Workweek
The regularly soiledtiled "administrative workwoek manna a
calendar week and for CIG shall be sunday through Saturday o;:oopt eta
provided for in paragraph o. below.
c. Irregular Vforkweek
In those organizational units in which it ift impracticable
to follow a regular schedule of definite hours of duty Mr each workday
of a regularly scheduled administrative workweek, the ic000tivo for
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NTIA
25X1A C I (3 4kill /3 lig Kefilo)cillIq9911.1i92/99:i'.91?F:g1-0028R000100010001-2
Cormonnol awl A ilitilOtrfttion hut. or:,zud t;..0 u okulc wore:-
woo.,c At; t 11 f l'jt 'kr)?.ris ty purfur;.uld 1,0rtou
Tto t :lore) ttuo, day n h k: t,eu Li vu -,yorkwouk
1. ()vo rtimo
wor3-. in uxuo ft a or 4 i rforrou tbir no; sar. it u t;ru-
1,1 Vu worfe.wook wt 1. bu cnoui roU ovo rtirn! uu?sko ri zed advanco by
tilo OA.C r ? Budrot luc tl ? Ovortino It1 uncni I; thin in a I:ruction 1141t11111
rrnGulur or !lc win u I tutu rttmo" t n chi) :iu1e int:no ro,;u1arly
nohodulod admt.niutre.t.ivta uorkwool:.
0.
oli day Puy
A yin nmai;71,04.1 t 1u cy !tel. i (Ivo dun! igiatud
"odo ru 1 ; tut() or ;Ixooutivo ordo r 1v1.171 be curworwatod ltt. tract, trio
no rmtAl daily rate or allotiou cur., onantory tino ?, )100 r r Lour, n
n000rkInnoo th :30c tion Ii, ubl o ;Joy S9), Aldo ral ;pty Ac t
of .1.94.G.
1. A,ut or tion
?????????????????????????????????????????111.10
1) P a C;.,i,o1".1 and A dmilf1. atm Livo in ro ol'ficon or
3t:401.? 3octtona my request nuthorization ovortino UNd holt*/ duty
for individuale of thoir rospoctivo ort-pnizationN1 :mitt; n coordanco
trio Fr000duro outlinod th puraGraph r)f tLi aoc-ntl on.
(2) Thu Ctf,%nic,o t 3oo tion may aillro.ro OUC:, rtfIllitgat
bnaod upon tio adoquacy oP t.o j'tIftoat1on nubraittoci. T;orl: in cm; ono
v) hours dur; .tivliitn Latrnti %to woe/eek ahall be authorized only
In unuaual circumstances whore employees are required to portorn addi-
tional work vital to tilt:, 1 I re-rfiril involved, und mutt be auti,orisod
aUvance to performance of tim iior, excopt in emeroincy canon.
G. Conditions and Limitationa
(1) l'Imployooe in radert up to and includini; -2 or CAP-7
rtionive overtime compensation computod in nocorcianoci with the pro-
visions of t ho ?ode nil ployoon Pay !'ct of 1945 (Public Law 1)6-?9th
Com:yens). '232p1oyeen in erhd,n above, P-2 or CAF-7 m.y be allotted
compeneettory ?time orf in an mount equal to the hours of work. perforned,
:subject to the limitations contained in section 603(0 of the 1945 Pity
Act, as amended, which exprosely prollibito the payment of bauio
componsation, or basic oorapenantion plus any additional componsation
provided thereby, at a rate in oxcens of 1C) ,000 per annum for any pay
period. 'auployees in this category may not receive overtime componsa-
tion nor may they elect to receive compensatory time off vhI&i intad
result In such excess rate of oomponantion.
CON'IDEPTIiif
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25X1A
09 ? A-10^P81-00728R000100010001-
c ti; "119Fin" ' ii319tiq/IE R3TRITCM114
(2) CerlpentintOry tiro: off NCO mod n ff4vor of tniployone
7,111;lt tin. Wind Within Oft/ti t" t 0 porromlar oo oe overtime 'nor): or
thu employees shill). litho non ? tirin find patio ti,o ri Gilt to overtirte
0 cntqdennati on in liou or nuoh ootiptan unto ry tine o fT, kin le rio tho foi 1 urn
to take the time o ff i. s duo to oi rotArettnnoon beyond t; .0 control or thu
omployou.
h . Prucou tan f,f :;ucionot, for Larovt1.1
a?-????????-???-??????????-??-?????
Vona will ho Mimi to requont ail) royal of ovortitno
ineludinG holiday duty .1. Thin for. NU lit /maxi do no. oiloqua juuti fica-
tion for too ovortime and tiuut !yo Ino&t by to C;n3 of* or A?ninintrutive
04?f1oor of tin Cirri on or Staff ;ociort conoernod. ?: rue! lit 11 be
fo marled 1 i ripl mute to t,i.o Chi to i, uectit uct1 on for approval in
advance of tho performance 01: too work. I rl CIMOL invol V&li uoripeonatory
tine off, t r0:11.10 c; f 11.05. MVO Y'R1 aiTrop ri situ oriployoo
Int t" o 1 70r;?.1 in'nodintely opposit.o Mn or nor tyi,owri tton nano.
",Tho Initialn will servo as t: vorifiention Uvt -t)lo on; loyou has spo-
il.' finally requontod oonponnntory time 0 ff in 11 oo of overtlrio conponna-
tion. I f approved, two COO Oa 11 ho returnoU tilt) riir,nini; ?
Cno copy w ;11 be nubial ttod by the rogoostthi; .Ttr.n wi t andaro
"wookly Tirio and A -tton dnnvo Ito part."
i'RoCI;DIWO
1. Definition and Purposes
cIG T,rooedures tiro established throogL trio
NESUM100 of roirainiu-
trativo direotives prescribing rules, re,u1 n -dont; and polio:Les portaining
to the porsonnel and functions of the agency. tc porposo of such
di rectivos is to dovolop uniformity and economy of oporatien and to pro-
vide personnel with written criteria as a bawls for the execution of
assigned functions.
2. Rosponsibility
n. Tho Procedures Unit, %Judget Soction is responsible or
roviowing the drafts of proposed isse,Poces (except office pursting
"rocodures and Letters of Instruction) for purpose, format, workability
and consistency with establishod MI policy, and regulatory require-
ments; for clearing and coordinating owl: drafts with the nfficos or
.teff Sections concorned; and for appruisint, the value or proposed
procedure in contrast to the cost of operation.
b. The head of each office or staff Section is responsible
for compliance with applicable provisions of administrative diroctivos.
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Typos of Aroctiven
'More aro Uix typoo or me; adminiutrative direetives, clnotti-
fled accordinG to purpose, Lampe. duration or offoctivoness. and
applicability au follovins
11.? Ormond ordure
Dirootives !).;" porrmunnit gonoral Interco:It tutd/or applicable
to all organizational units of c16. 71 o:, announce activation or deactiva-
tion of organi z a tAotatl. uni ts, assi omen t or re-asaleytmont of functions
wi thin to none," , stator= to or re'rtuion r c oi t and tt point-
?ort or Nato!" of exocu.tivo pnrsonnol.
b, Poraonnol rdern
Nnt1conf !twat:talent, 'crannfor anti relief of :avrtn? awl to
or :.1-,T1 to various livisions of
c. "romorands
awaffor.?????,????.????????111.
Diroctivou of nhort duration nnnooncinc, mattorn of i;onoml
intoront to trio or mom c]rj; officoe.
d. Loftors of Instruction
Dirootives of a temporary nature involvinL; of1 cos,
solid. di ary zati opal unitn or individuals thoreor.
o. Adminictrativo uinual
Instructions outlininG 1.*Undamontal procedures for tho
propor functioning of the aconcy. The flanual is a handbook comported
or instructions pertaininri to the inter-offico administrativo pronodurml
affectini; all orGenizational units of tho ac,oncy as distinguishod Cron
intra-office operating procedures. Tt is looso-leaf in fon,) and divided
into two parts: part I covers vouchered funds' procedures and administra-
tive directives applicable to the entire ar,oncy; Part rr, includes pro-
cedures covering tiln tIse of unvouchered ftzide and administrative polio
applicable only to operations financed through such funds.
f. Office Oporatinr, i>rocedures
Directives proscribir4; intra-office procedures, denigled
to implement the functioning of the Office concerned. fluoh directivos
must not conflict with or rlodify any of the other types of directives
doscribed above.
CONFIDENTIAL
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25X1A ISIA-INF(11-(N28R000100010001-2
4. 14'o1'm1Lt
??????????????
ft. Ttm style n format of n1/ tnnertione to the
r,dninistrative Yanual will follow to principloo outlinod in tho rntro-
cIuction to this publication (!ler, ). flCh innortion Vu U
he aceovaniod by a transmittal cover
b. All directivos ether toan Administrative ?,anual Tnntruo-
Lions will conforl to t!,o folloWnr; spocificnti)ne:
Pepor and 1,17,0
00, Oonoral (,rdern, 4,1:-.0rato!a, Personnel i;rdoro,
Tmttors of Instruction and Office nporatin?; .r.000dures will ho publJnhod
on standard size 9 x l& inob mine)4raph or bond pnpor on ono cid? of
the paper only In accordance lsit tho rommt innicoted In. tho attached
:.x.hibit Non. 1, 2, and 1.
Numboring
(u) (ler:oral irdors ond 1.r0 ;torn (-1: :not:ruction will
"oe numbered aerially.
(b) Personnel C.(lern, yeomoranda and ;",ffice Oporatinc
.'rbooduren will be numbered mericaly tor each fiscal yonr (1 July to
30 Juno).
(3) Dating
(a) In all directives the Onte xt t.,n,o heacii.nt; the
effective date unless otherwise specified.
(b) VI) period or tirm the directive la to ronain.in
effect will always be indicated n Memoranda, Letters or Tnntruction,
ond office r.)poratini; 7-T000dures.
(4) Security Classifieation
Al]. C:G directives will be classified in accordance
with the socurity requirement of the contents thereof.
(5) General Pules
(a) All General Orders, vomoranda, Letters of
Instruction and ?riles .1-)eratint; Procedures will be confined to a /angle
subject or activity no that each directive slay be described by a short
simple title indicative of the scope and r, (mural content of the document.
(b) In all directives except Personnel Orders end
Letters of Instruction reference to officials will be by title only.
(a) All forms, graphs, tables, or other aimilar
exhibits will be securely stapled to the basic document. References to
these attachments will be made in the appropriate place in the text of
the directives they accompany, and in addition they will be listed at
the end of the directive to which they pertain.
N NTIA L.
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25X1A ?CONF1nr T1
craPIPRN?Jeffirii.RAIPA5er?P9?1,PPI,P,
0728 000100010001-2
6. ProconsknL of !ow ':iireotives
????????????????*
U. Initiation
-???????? - ay.. ??
vhcnover now adinintrativo diroctivos aro dowled nocounnry,
tho office or 8taff section having primary interest in the conent tf:.ere-
of win bcp rumivirosthlo for ill! 4A. tinG 1.,h0 ori Orial dra ft in confomity
with the mpproved standards outlined iu pnragraili 4 above. Tle services
of the Procedures Unit. budget !ection are availablo to tho eriginntinis
offiee Dor infw=ation and 6LiAnnce In the properation or initial dretn.
b. Usvlew, 3ovision ? Cloarnnoe
.?pon ocw:plotion rsJ. t)e initial drnit of CT(3 (;odern.1
ordure, 7!emora1u!a or additionn or reviuicels to till Adr,O.nintrative
the draft wilj he ek,brO.ttod to 410 Proceduros !Tnit for editorial and
format review. mon f'inal draft in approved by ti,o ori6inating
office, tho rocoduroo TOi t will secure the nocaanary additional eon-
currences, :,:110: of tLo f,dvisor for !,'anagomont and :Airwerd the
completed docomont to t1A.t 7xocutive for !' A for final approval,
publication, and dIstribution.
(2) Tnitinl drafts W" fTG Letters of Instruction will be
forwarded by the initiating ?trio? to the Advisor for 7./nnagement for
proconning in accordance with tho proceduro outlined for the 7Tocoduron
Unit in the cano of other directives.
(3) A copy of each uffico .1.pornting 'rocodure will be
forwarded to the Exocu?dvo for Y A through the ldvisor for raungomont
for roview as to possible conflict with CIO policy. Tho nxocutive for
r A will maintain a complute auell :rocodures for roforence
pnrpo ITO s.
c. Authontication
The :xocutivo for 'ornonnel and Administration will nii.;n
all CIG General orders, Porsonnel Orders, '::emoranda, Letters of 'untrue-
tion and the transmittal cover sheets of all insertions to the Adninis-
trativo nanual. Assistant lAroctorti or officials designated by them
will sign Office Operating irocedures. no directive will bo offoctivo
unless it boars the alt.:nature o 1.2n, appropriate
d. Reproduction
The FAecutive for Personnel and Administration will be
rosponsible for tho reproduction of CIG General Orders, Administrative
Normal, Terminal Orders, Memoranda, and Letters of Instruction, nnd
will render such service as may be requested in the reproduotion of
Office Operating Procedures.
TI AL
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Approved For Release 2001/09/06 : CIA-RDP81-00728R000100010001-2
tug tfATIUM, A;1' '1I:gitTATT111; 11!STIttl0Troil$
e. Distribution
TLe ';',xocuti.ve for !'ersonnel and Administretion will be
responsibie for to ciintri.but!.on or t11 CIO Directivell. (Except r)frioo
Operntiw; Procedures, In socordance with approved distribution listn
and approved security plans. 'no distribution of' direotiven will
be those individuals, units or Oefices ooncerned
with the oontont; theme.
f. Ancoldmonts
A,T1011,1.101311ttl or rocolneona to any Cfo directivos w1.11 be
I nitiated, reviewed, cl.oni7od ani .14:ctrihuted in the nano rouvor an the
bast e directive.
POW'S
1. Dofinition nnd ,urponc
a. A form ie rt prtrtf,nd, reproduced or ;:ypod doci riont vd th
Spaane .provided for to illocution of specific information. A
fort letter (for purposes of this instruction considered a form) it; a
printed or reproduced letter dot:4'401mi to be used for one raailin;
covera1 destinations or repeated
b. Tho purpose of.' the standardization of ferns is to necure
economy in the desiglin;i? printin;;, storinG, distribution, and use of
forvin up tfoll as to insure telifornity in the procedurec employed by
the organizational units Or the ar,oncy in dealint.; rith cornion problems.
o. The types of forms used within CT'S. are:
(,1) Standard Forms approved by the President, comptroller
General, Secretary of the Treasury, or Bureau of the dGet for manda-
tory use by the govorrment service r,cnerally.
(2) Civil Service Fonas aFproved by the Civil ;;ervice
C.orz.lission for use i;enorally Sy ,a.,overnment ac;orcioe.
(3) Viscellancous 'oorns al:proved by 6ovornment departments
and agencies for uso by other govenzunt agencies which are authorized
for use within CIG.
(4) CT0 Forms approved by the rracedures Unit, Budipt
Section, for use b'y cf6..
2. Authority end/or Responsibility
a.TI-,e I rocedures Unit, Budost Section in authorised to
review and control the use, application and reproduction of forms to
be used by ma, and will be responsible for deriving maximum utility mid
uniformity at minimum expense. Occasional or periodic surveys of forms
in use may be made by the Procedures Unit in order to assure that the
forma program is achieving its purpose.
. ,
t?-; x-14
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b. Mow Cor,..0 rovlatuns of oxiotinr.,. Corms r:lint bo subnited
to tra, ;1-ocodures Iluit for nArtnor dovolopmont auditor etprovol. Tho
Procedures Nil; nay reire u duptmti on or ft% (?(5 i tATIC, !yl 'ut-rt or
ott.ur fon) if 1 t; UppflO el;.(7 Lu iil';.rd$1.01 for tho purport?.
i. srotiossinc, row or i10vised .ortas
? 11:,.T..:itition
0.??????????11...
prf,onar% (-jut ir4hrrrtrod hy
the ostaolitinmo::L of a i'o,m(11;, or roviai,011 of ex. oxintin? t'or' it
Or trio proposed l'oo3 ;rill ho nuti;lf.ti,ed 1.(; 7'ro0edur?51 1tudie.07;
Section, accompaniod 1:0prodIJ: ;.1 7ioqu!. 01 ti.on ill duplicate.
Eacri proposed Pc?rm should ;0,,utl? ,:!oci Li 1..1f/ :?Iseripti.,,e of I ;n ono,
usually nt ;,..,ri,osr: tii n 1;1 on in..
practicable. :7s Umatod :'lLtl, oiu i. ii bo ineicated on tto resod sition
ono a il1.r4UfL supply O. J nonthol anticipated require7lentr;TihoulTi be
o rderod. See CI. Ci Ins truct.i On . I t 1.10 1.'02'71 in fOr rttry one
or 3...0 only a dk.111.oil-,e AU:11:W COptUfl aro needed for a spoci.fie purpono,
au appropriate explanation should be insoribud within "ronarks" on Porm
!".:oco.iests for Filii%rCrvill 0, j'orhin wit Ie!. ii at bo alif:Tiod othor
forms should includo a ootW,ioh to tLat effort.
b. p0N-10w, rarvision ulearanou
Me Procedures Unit, lindf,et ?;ection, 141 I osiGn forms to
correapond with current stanthirds style ar.ti format, artuif;i r:T(I form
numbers ankl k.latos find transmit drorts to the orir;i:ultinc., o'sf-5.0? for
coneurrouco. !":21::5 will be returned ?!.,O0 Pro-
cedures :nit Cor final prcoescinc, and forwardinc, tr? tho Coproducition
f;ectionfor dupli4cation.
c. Replenishment of Current Farris
Normally only a 4t.a() 140litia3 I supply 0;' a nor: form is
delivered I:Lrectly ti.r3 requestin?:; office; too balance: of too order
is sent to the 3upply ,`;9otion, lorvices Division, which is responsible
for :aaintainint; adequate stoccs of all s.ctivo forms used within CT';.
One? a form has bacon() an ai;tracy ock item, it is requinitioned from
tic supply Section in accordance with the established CTfl prc,coroment
procedure on Form ;10. 3G-7 "poquost for lupplies, 7quipment or !1erv1.ce."
Inventories will be roplenishod by tho Sup;.ly ..;c3cti.on on Fort') '1o.
"Reproduction Requisition" by rowtin4; the requisition throi161-; the pro-
codurec Unit, Bud6ot Section, for approval of the "re-run."
4. Procurement of Specialty-Type Forms
Requests for procurement of Specialty-Type Forms, fan!'old,
continuous, carbon-interleaved, or receipt book, will be submitted to
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t APPXMCI, F
iNpftil?:?..9.pAep61..qipEillfp9728R000100010001-2
the Frecodures Unit, Budaet ;clation, on 'orn 3t3-./ "Request for :;upplina,
1;quipnent or :Iorvices" n000mpenied by a sample or sketch and detailed
jur;tifieution entinii)otod econonlien expected from the uee of
to form. A brief statenunt outlining pertinent data rocArding the
disposition, use, etc., el4ould be provliied (aid tho estimated volume of
monthly usar,o furnished. :Tf any apeoial tyi,o of' oquipfsont or device
will have to bo purchased or two in connection ;Atli a spootel form,
detailed inform on mus m provi,led and p ropria Le approval
received bororo purchase ordors rIrty bo placed. Tn. :di uson the Pro-
cedures Unit will perform tiie usual toc.!.nical enalysiv of It fern before
forwardint; tht) re.) d f al draft thereof and ti o 10:quiaition POrpt 0.
36-7 to the thipply :loot:Ion for purchnoinc,. IP in doubt as to whether
a form falls into this category, tM rocoduros Irnit &mad bo consulted
prior to the submission or roqui sit! on.
5. Obsolete and *,tiporanded Ihrms
a.',1nonover a I'om becomes obsrlete, or 1.3 superseded. the
Office primarily interested will inforra the :?rocodures fl1t, ruldGet
section, and indicate the desired disponi tion co any supplies renai.nint;
in stook.
b. rn requesting rwrisious Mai the Interested orrice
will insert the most applicable of ftc ollowin6 I:tr.:tot:tents on the
revised sketch:
(1) Previous editions are not to bo used.
(2) Vrevious editions ray bo used.
(3) F,:dition of (date) may be used.
(4) ::toplecos Formra-X and :0:-X which are not to be used.
( ) lie,)1s.con Porrls XX- X and XXI ic tn,' be ntd.
(5. Ilse of Approved Verne
The rondition of reports, returns, etc., in nanuscrip"; is
unauthorized when forms proscribed fbr that purpose are available.
Tnstructions for tic use of approved forms will be initiated by the
ori!;inatin: office. Such instructions will specify the particular
fert by nu-, bor and will require its use when supplies are available.
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