REIMBURSEMENT OF TRAVEL EXPENSES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000200230014-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 7
• Document Creation Date: December 12, 2016
• Document Release Date: September 28, 2001
• Sequence Number: 14
• Publication Date: September 19, 1980
• Content Type: MF

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ODP-0-1238
19 September 1980
MEMORANDUM. FOR: Deputy Director for Administration
THROUGH Director of Data Processing
25X1A FROM
Systems Programming Division, ODP
SUBJECT Reimbursement of Travel Expenses
1. Twice a year, users of large-scale computers meet to
discuss problems and exchange ideas. We are joined together
in an organization named SHARE, whose aim is to promote
uniformity and standards in a fast-growing industry. At the
request of my Branch Chief, I attended the March, 1980 SHARE
convention. Upon returning, I filled out a travel expense
form requesting reimbursement for my travel costs, which
included round-trip transportation, lodging and meals, and
conference registration fee. The budget and finance
officers assigned to ODP by the Office of Finance disallowed
my claim for round-trip transportation, saying the Agency
will not pay for any transportation via private aircraft.
2. I have disputed this claim within ODP to no avail,
and I now appeal to you to review the facts and listen to my
arguments in this matter. These arguments are in three
areas; namely, receiving and acting upon false information,
authorized versus unauthorized modes of travel, and the
Agency view of private aircraft travel vis-a-vis the rest of
the Government. These arguments are not cumulative, but
rather each of them is, in my opinion, sufficient in and of
itself to justify my requests.
25X1A
3. Prior to the trip, I went to the finance officers,
for the expressed purpose
of informing them that I was flying my own airplane and to
be sure that my travel would be reimbursed. I asked if
CONFIDENTIAL
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there was anything I needed to do because of this special
(i.e., different) mode of travel. They assured me that I
would be reimbursed and that there was nothing special to do
because I was traveling by private aircraft.
4. Upon returning, I filled out the travel expense
forms, and it was then that the same two budget and finance
officers told me the Agency would not pay for my
transportation because I traveled via private aircraft.
5. In my communications within ODP in an attempt to
resolve the problem, 'cannot
remember' my conversation with them prior to the trip (see
attachment). A co-worker,
accompanied me on the trip, and also accompanied me on my
pre-trip meeting with the finance officers. He has no
difficulty at all recalling the conversation.
6. I followed the rules as I understood them, asked for
guidance from the responsible component, was given
misleading information, acted on the. basis of that
information, and was subsequently penalized. This is not
fair, and I appeal to you to recognize the mistake and take
appropriate action.
7. Repeatedly throughout this entire affair, another
point has been missed -- and that is the issue of authorized
versus unauthorized travel. In his memo to me (attached),
(Chief, Administration Staff, ODP) has, in my
opinion, an incorrect view of the issue. The subject is NOT
as his memo states, a request for 'reimbursement for use of
private aircraft.' I am requesting reimbursement for the
money I spent to transport myself to California and back.
The government has stated that it will pay the lower of two
amounts -- an amount based on so much per mile (currently 20
cents), or an amount equal to round-trip coach airfare. All
I am requesting is one of those amounts.
8. The third point I wish to make concerns the rule
stating that POV excludes private aircraft. This rule is
unique to the Agency and appears to be arbitrary and
capricious. No one I have talked with has been able to give
me a reason for this rule. Several people have guessed that
it has to do with extraneous liability. The government
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would be no more or less liable in the event of an airplane
accident than they would in the event of an accident
involving a car. Pilot friends of mine in other U.S.
Government agencies (Department of Energy, Bureau of
Alcohol, Tobacco, and Firearms, Department of the Navy, to
name a few) routinely travel via private aircraft on
business trips. It has long been recognized that the safety
of traveling in an airplane exceeds that of automobile
travel. I see no reason why the Agency should single out
this form of travel. The definition of POV should be in
keeping with the definition followed by the rest of the U.S.
Government; that is, POV is any privately owned vechicle
whose primary purpose is to transport people.
9. In summary, I cannot see any reason for disallowing
my claim of transportation to and from the SHARE convention.
I can see no reason why it should be of the slightest
concern to the Agency that my POV is an airplane. I am not
trying to cheat or defraud or deceive the government in any
way. Your help in this matter is appreciated.
25X1A
Attachments: a/s
CONFIDENTIAL
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 Reimbursement for Use of Private Aircraft.
PURPOSE OF ACTION:
Answering memorandum dated 27 June 1980.
REFERENCES:
andum dated 27 June 1980
revised 25 Oct 1977
APPROVAL/
SIGNATURE
COMPONENT/
OFFICER
DD/ODP
INFORMATION/
COMMENT
C/AS
25X1A
25X1A
25X1A
25X1A
25X1A
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Explanatory Notes
Subject: Self-explanatory - include ODP number if applicable.
Purpose: What will action accomplish, e.g., "Reply to letter
from OMB," "Obtain DDA approval to spend $100M,"
"Comply with periodic reporting requirements," etc.
Action Officer: Name, organization, extension.
References: List of pertinent references. Copies should be
attached in order listed.
Resource Package and Costs: Identify the Resource Package and
total costs for each fiscal year
if the action involves funds.
Routing: Who should see the action, whether for information,
comment, concurrence, or signature/approval. The
individual' reviewing the action should initial and
date where indicated. Place an "x" under the appro-
priate column for each component. If concurrences
are contained on record copy of action, simply refer
to the action.
Discussion: Narrative discussion of action - what led up to
the action, why is it necessary, what do you want
done. The pertinent references should be explained
insofar as they relate to this action. If the ac-
tion itself contains all this information, simply
refer to the action.
Signature of Action Officer: Sign and date form.
Classification: Mark at the top and bottom of page, as appro-
priate.
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