ADMINISTRATIVE SERVICES REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200030125-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: December 14, 2016
• Document Release Date: July 30, 1998
• Sequence Number: 125
• Publication Date: February 14, 1951
• Content Type: MEMO

I q f IA RDP54-00177A000200030125-1
Advisor for Mamrement
` TV'TOM: Mra 0 25X1A9A
Chief, Administrative Services
'cervices Regulations
1k February 1951
1. Submitted herewith, per your request are the regulations
pertaining to Administrative Services activities for inclusion in
the CIA Rei*.1gtis ' anual.
P'.$[,, 'Y-L
cc: Chrono
25X1 Series
Procedure file
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 C.CMICT
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AdmiaLstmtive
operating activities Athwat prior tine tc -n
r1 by
.x fir, .n~a t rvoa.
1:n: the aoqulv-it
25X 1 A Ca=ittee az the Director a.
e' q LYo. aic i pw i.i v .
t .ox , P rti ,:-."c t ,~QTI
t ~, i ts.o Sh
2. 4evests for the bAn of opwo tw .
v i t i o of CJA U b e as& to the ChLnf., A&inistra
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AI f Ate; IT-TLITI
Alterations toaildings Assigned to
E by CIA,
1. All rpq +sts for renoveti ons and ins
gtsired in sildins assi.gwd to or leased
=do to the Chief, Administrative rviee
No. 36-7, +" q .sition for Supplies, gssipment o
or as otherwise appropriate.
2. Ro ste for maintenance services may be submitted in
writing or by telephone to the szildinr' Men nce and
utilities Division, Ad .ni,strativee Services Office.
or moving of offie or other activities
_ Will be male in rittn to the Chieef, Administrative
Services, indieatiur the b u.ildi and moss from . nd to
which the novas are desired. Normally, a minim= period
of three ems. will be required to arrange for moving
services.
C, Parkin
nts of peers n spares will be made in Mocks by
reeassint to 1vidna1 employees. Office heads will
report to the Administrative Services Office the assign-
rent of parking spaces to irdividu ls, inclading the space
n' t-,er, nam and telephone number of individual to which
it is assi. d, and the year, make, -odel an:l license number
of his vehicle. The Administrative Services Office is
responsible for the i nep tion and polleine of parkin areas.
Telephone and Teletype Service
1. Requests for telephone service will b0 cads to tee Chief
..L- x....,..,..
ng
deescribi,
IC IIini strativee rvicees, in rr'iti ns. ,.
the building a rocs in
f service req aired
,
o
is to be located, aced the individual who will provide leetalled
information, The Chief, Telephone :r;:nch,Building Maintenance
and Utilities Division,, Administrative Services Office, Will
prescribe the type of installgtion best sited for -lee tuatee
service. A mini, 1 p riod of three days for chaan re or initi,-l.
installation of telephone service is required.
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o e* r r tele tor,: and
hi a atu - -r by the
.t.
E b11
T4wr to t" uIn2ie 1S
s ?ietrrti
.Porte of ecI+3.nt Invvo1viar r c si
rD*n;t+s
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' A FPMT T(
A . Travel
1. Issuance of Travel Orders
Travel orders
Division, l dminisstrative t*rvi
tasted.
outside the
authorizes move and ism
tA"WW"Y duty travel abroad of civilian employees whose
Official stations are located within their particular
theaters.
2. R uests for r&
v, or eats thereto,
a ci by Chiefs of tesiens, hell be
prepared in du: llcate. Both copies
Transportation Division, drirxistrative
(1) Office ads or their delegates,
Division Chief level) in the case of I
der their jurisdiction,
(2) Personnel Director in cases involving peraanent
chi of station or travel to first post of duty
abrc ad.
Chief, A inistrative services, when a request
transportation of an automobile.
vel abroad an tempcwary
ctor (Administration) in
be Personal act .on of each forwar
indicated an the request. Requests
will be submitted in irifficient time to be process
reach the Transportation Division at least IR hours prior
to the lamed departure time. Reguesun for for-sign
travel should be submitted &a days in advance of planned
date of departure.
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a. per dim and mileage rates provided under *xieting
laws and regulations represent the msximm a aallea!aar*hle.
:lee and approving officials sill indicate on
the reequeests for travel orders the recommended per dies
and mileage rates and will red we the nazi all. man-
ever it exceeds V he of'l*iaal traveling expenses.
The approval of a request by the initiating office will
be deemed a certificate that tl rates stipulated therein
are not in excess of the seaaaoaa normally r,giiir.d to
meet the n.casssar-.r official traveling expenses ,pier
the c irc'oa st ces,
d. The ' a portati a Division, ripor, t..ha r*c ation
of the Chief., Ae aainiietr4 ti.vee Serv ce , may Issue %MV-17
blanket travel orders for truck drivers imaged in
foidib
peated official . trips and arranger peroc s-
nieeion of travel vouchers cov rid etch repeated travel.
Responsibilities of the
Aeiniatrative Services Office
a Provide travel arrangement seervi
overseas should contact the Transportation Division
aft wafts prior to planned date of departure.
b. Arrange for the iesuonce of passports
secure overseas cla aaran when nacess*r7.
c. Issue mmossary travel orders and verify that security
clearance, pbyvical exaaaa in tion,t i sanisaatiof, s U,
visas, a and theater clearance have been obtains d b'ftfar*
relaeasa the ticket or Transportation Request to the
traveler.
Travel Armed cervices Personnel
a Persennel performing to rarir u
or travel in connection with a pet coax.,e of station
for the benefit of the Agency will be reeisba
them and, trc:,rsl costs in accordance with the travel regu-
latime of the Armed ?srvicas. Upon receipt of travel
recs to approved by the Transportation Division, Administrative
Services Office, the "3l.i.taary Feeroa=s ivision, Personnel
Off ice, will Issue appropriate travel orders. Two
certified copies of t orders will be forwarded to the
fiscal Division, Finance Office.
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Trarsportati on of
a, The Transportation Division must be advised pr p
if arraxw cents arc to made for the transportation of
dei.*ndents. Corxpiete informrati on sho 1 ? h furnished
lug names,, relationship, and in the cave of minor
chaldm.,n, their sex and age.
b. The Transportation Diviai
same services as are rendered to the em l=
assist the depei deuta in every way possible whether
they travel with the eaployee depart at a later
da tit,
arents incurred
z 1"
o yea r3 of age on
long ournne , seat acco a odations will be furnished
the children if desired by the traveler and set fox
in tine Request for Travel Or&r. The approval of a
rust by the ini.tiatin office 1it be a
e rtifixate of m essi.ty, .
ation of ifousehold 'foods, r rsonal !ftecte and
y 00mad Autemobiies
a. ' xistin legislation authorizes the payment of
transportation expewes and other expenses
thereto for the ~soveaent of household goods and
personal efffevta in connection with change of
official duty aetaty.+ and to first duty station over-
seas of new appointees,, thir+ eart -1.n wel it li itatioa e,
when authorized by the Perf n,eJ Director.
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co Ree zeste for shipaaent of hoxeeholt goods,
of feets and privately caned ants obil,a to ova
destixrr:ttons, t: t incl-ide the followin in ' tion
d ofa.ce
P eent official station
"'Or. official station
Location of effects (street acii ese )
Person to be contacted at that address
-'set! srate+l wei ht o e i G:
Ar'ox1v to date ?da tc he 7rv
The Trans-c rtaticn Div-talon x'11 make all arras
to have the hog?.s ehold ~ooda and personal effeete picked
up trom the a ployee as haste, packed, crated aand. otherwise
prepared for export shipment', and. anon ~'+ pletlon of the
packing and cratl.n will arraanr a for shipment to the
cverseas destination,
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7. !hint of Supplies and !qui pent
n .era ve ices Tice ..n assign
a cargo number to the shipis nt, said nw r will be
obtained from the ?upply 1)ivta1 or, Procure pnt O fi r.
'''pon receipt of advice .'rc the upp1y .vi.si . that the
cargo is ked and ready for shunt, the snsportation
Divisicns will regnest sh$ ppinrr space through available
f tra portati ern and will srrss for delivery
of the carpe to the port of ewhaarkst'.M,
at ( 11)
The &ebeiniatrative pervi, c
central .motor pool cc prise
vehicles, 'Pusses, and various types of
trai ,ers. asranger cars arc, operated
de which cannot tv- secnared by
duled Shuttle service. Transportation
?vat le srx .re t:z r o nts Served
regnz stcd frog: the TPiEpatcher,
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r orkda ari on Saturday,
:
ye, and ? e i &7a, req epts for transportation
h. a~si na.nt of was r-carrrin
individ als nnd. activities will he W
the written request of an Office AW a
the ?eputy ir*ctor (, drinistration
of the Aigency- to
count he roited thrs us h tote C=T
permitted to operate WA A motor vehicles without a
otherwise specifically authorised
the Deputy Director (Administration),
no employee of C!"A station, in We
ly certi f feed C'' driver's Veen . Aut!
Amin (* licensee is v+ rted In the fiefs,
istrativet Service, after appropriate
Lion by the Testin and. Tra ininr 'Branch,
1 Mien a`an4 the medical Office. Be asts
li .s skio ld be made in writing bly
oammmvedo to the Chi of. Administrative
HAW necessity,
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uff e urs are supervised by
>erv c's, for a strativ+e
working hours, overtime and re lace-
.fe'ire due to absences or terminations.
ii.>a r .:Atchir,
1.taleas pr:
01 not
(1) ccp to
daily tsas s.
n h,, !eloe, pool. eha=a.ffeeure
.spurn. c rr longer than 15
riot in f xemps of 30 minutes,
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(2) Office Meade and their Deputies, when using
motor pool cars,,, are authorized to have such cars
wait for then, at destination regardless of the
time involved= or to return for then at a given
time. These officials should inform the Dispatcher
whether the car should wait or return in tardier
that chauffeurs may receive proper inatr:ictions.
f, Chauffeurs who perform overtime work will report
the hours worked, together with the signature of the
person for whom the driving as performed as a basis
for overtime payments. Prior verbal approval for
overtime driving should be obtained, if practicable,
from the Chief, Administrative Servicou
g, Chauffeurs are personally responsitle in the
event of traffic violations. Chauffeurs will not be
ordered to violate traffic regulations.
h. Except as otherwise authorized in writing by
the De uty Director (Administration), all CIA vehicles
located in Washington will be returned to the garages
at the a ay, Those vehicles which are not
25X1A6A garaged st be brought in at regular
stated intervals for servicing.
it (1 t av :rnwaent motor vehicles are to be used by
personnel of this Agency for official purposes only
(2) Public Law 600 requires the suspension or
dismisssaal of any employee who asses or is found
responsible for the use of a ?'overnment-c-wned
vehicle for other than official purposes.
(3) The Chief, Administrative
make periodic checks of dispatch records, and
will discuss with Office Fea4 any arperent
violations of this pera raph. When considered
necessary he will report a;:;parent violations to the
Deputy Director (Administration) for further
action, including statement.of previous discussions
with officials concerned.
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In order that the Transportation fivLs1on nay
vehicles are serviced at regzl.ar intervals, a
"Monthly Motor Vehicle Operating , laintenance, and
Rena.ir Record". Form No. 3 6- 3 _ will res t+_s
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d at the end of each month to =Chief
s
Tr .nr rtation Division, 1-chainistrative Services
Office, thrr?tu h the Off ce to which the vehicle is
aP?iFred, -
(2) Fore No. 36-203-Alp * rn .1 motor vehicle
c rating, Maiateriance and h e p,ir en-se "t,
Drovides for the accuauUty.on of costa for a specific
vehicle for one year. The totals entered on each
?ore Yo, 36-703 should be posted at the end of
eRac*h month tc Form lvo. 36-243-. ., 25X1
sy retain Form No. 36-2O3-A for ccr Apo: es
a: the transportation 'ivision ll maintain
~.~
f
o
these form for each vehicle 25X1
ng tre information furnished eac
o. 33.
k. Trucks an.?i trailers are operated for the delivery of
t.?
I nRton arb: ^i for s!ich
Vance ha al. i.nr as feeaa-r: '.
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V C? ,IT CYP flL$TTO
the use of taxicabs for official business by Agency
sportation will not le avaijahle within a reasonable
When it has been definitely determined that government
itherized by Office 4eads, their
.efs of F=field stations, under the follow.
ed appointments.
(2) To transport -amnaall.y bulky docents or delicate
or cuabersoee egjii-rent, provided ttere is an urgent
i-n-lar 1 at ! need,
h. AdequF.te statements
rei -urseent vouchers.
of justification must acc n
c,. The use of taxicabs while in a travel status will be
governed by the Drovisions of Standardized +iovrt +tent
Travel ogulations.
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to Request Reproduction
`, each Office Read win appoint an ivid
f-7 or above, to be responsible to hiss for
it essential
these authorized persons must be submitted in writing
the Chief, Administrative Services, who will also be
writi,og of any subsequent changes In the persons so
desisted.
Cc .ees
faaeailiari to themselves
available, the time regi
zation of reproduction services.
All roqnsets, for repro ction work, when properly
vi 2l be submitted to t Chief,, Reproduction Division,
Administrative Services Of icee., for processing.
Requests for Reproduction T'gaip e
Requests for all types of reproduct
ubm ttead the beef, **production'
Office, accompanied by a written just#
approval, before procurement action can be U it
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A. The Ae nietr tive Services Office Is rceponeible for the
mairitanamo of a bohine Ba de Branch (P) for the s rp o
of provieltni Maehins record an*1 reiAortin ; services to wet
requi tx of ad intetrative aetivitiee, Information
maintained will be f r ..shed only an the roqaest or approval
by the Chef of the administrative svtivity- riaar., y concerned
with the 1 of ti eceired,
N.
odmixial
Administrative Servicin
e4r r crew has
eet.
e?s
Offm
14
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1, 1. Rewrft of CIA are inod to include all b
or characteristics
on of CIA in pursue of federal
with the tr nnsacti.ou. of public business
d or appropriated for preservation bai Cm or its
successor as evidence of the organisa ions
2i,cieae, perwanel, decisions, procedures,,
a charged
for cc nience of reference, and
al or legal transactions, operations or other activi-
publications and of processed documents are not
his the definition of the word. "records" as
Instruction. wfteardan and *record material"
may be used interchangeably.
bition purposes, extra copies of
rh a CIA Records Of
and fiords Officers desiMated by ear
lion.
C, The
but not necessarily be
a of documents.
filing systems, fIlin equipme,
amce of files.
40
of the informational vel?is, of data contained
or a cq-red
equipment to
a err. nt t record
,oamients and the
of use of filiar equipment
file series to provide
files locum required by, law or policy
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y e to oh
perations
R rde Vanageawmt Program.
To Recomendations for la't -saw devices to aseist is
reducim the costs of preparation and storage of records.
6. Training- courmw for
8. Faetsbii e - t of (a)
s ers - of ssseesi..atctir. iy
period, (b) the CIA Archives for
of enduring raps.
9. Development of sicrotilaing projects for records which
lend t *s*ivees to the process for the reduction of space
required for stora , for assisti administrative processes
in the use of these retards, or for prr serv ns copies of
duets as a security meeslsure.
10. Advice on other matters relating to records,, scludia
procedures for the downgra iar, of see in ter elasesificatlons
of o tits,
Responsibilities
fixed "-low t
nt -w3U provide policy vice
he entire "o r&,A,
2, The Records Officer will fo slate, define, and
review progress at the various phases of the pro , will
sit as the CIA Archivist and as the CIA Liaison to
National Archives, Rursatx of the Reset, =i other agencies
on records prey -, through prescribed liaison co trel
1!a ch Office will i m plaene nt the pros
record material are included in jvwap ph A
longer required. The definition of "records* and eriter
for determinia which d is are neither records nor
,acy ret+.xlations, n rd" documents which are
fix. Teach Office will desttro,
desi to a R girds Officer for this purpose,
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5. rash ? 'fire will transfer to the CIA 'records Ce
ctive or non-current records no la er
martial or i osee T for retention in the 4-aici custody.
6. The Administrative Services Office will operate
Coster for ems-current doe nts which wast be retained
in the Agency for a United period., ae will aintain
reds of endoriu ve ne in the CIA Archives. Doc nts
either the Records Center or the CIA Archives
and under any necessary
as approved jointly by the Office
pection and Security OMe*,, and CIA
w T, I In
mom
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