OMB BULLETINS 1967

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP06M00944R000200060002-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 24
• Document Creation Date: December 27, 2016
• Document Release Date: July 18, 2013
• Sequence Number: 2
• Publication Date: June 29, 1967
• Content Type: REPORT

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EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
1WASHINGTON. D.C. 20503
BULLETIN NO. 67-11
411
June 292 1967
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
.SUBJECT: Information on agency financial management improvement efforts
1. Purpose. This Bulletin requires each agency to submit data on its
financial management improvement activities during fiscal year 1967. The
requested information will be used in a Joint Financial Management Improve-
ment Program review of the status of agency systems and current improve-
ment efforts.
2. Background. President Johnson, in March 1967, transmitted to the
Congress his message on "The Quality of American Government," which
dealt with improving the machinery of Government in order to bring about
more effective administration of programs.
Besides highlighting the cost reduction program as an "unremitting
drive to. reduce the government's cost of doing business," the President
'directed attention to further development of the planning-programming-
budgeting system. With respect to the latter, he pointed out that:
"The system has taken root throughout the sovernment, but
it will not be able to function fully until more trained
men and women, more data, better cost accounting and new
methods of evaluation are available."
The efficiency of financial systems and their contribution to management
are matters of direct concern to agencies under the Joint Financial Manage-
ment Improvement Program. Reports in response to this Bulletin should .
identify actions taken or planned to meet those objectives..
3. Reporting requirements. The information requiredunder this Bulletin
is identified in Attachment A. The instructions call for data on accom-
plishments during fiscal year 1967, the status of agency budget and account-
ing systems improvement work as of June 30, 1967, and plans for future
improvements. An original and five copies of the report are to be furnished
the Bureau of the Budget by August 14, 1967. Three of the copies will be
forwarded for review by-the 'General Accounting Office and the Treasury
Department-.
Attachment
PHILLIP S. HUGHES
Acting Director
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Attachment A
Bulletin No. 67-11?
REPORTING INSTRUCTIONS AND GUIDELINES
1.. Coverage. All executive agencies are to submit reports in response
to this Bulletin, except for. those smaller agencies.that meet the con-
ditions set forth in 2,below; and.have no significant accomplishments to
report for the.past fiscal year.... . .
2. Reporting exemption. No report is required undek .this
an agency.that was listed under.the,beadings ."Independent Agencies--
Complete Systems" and nOther-Agencieso in the Appendix of the Annual
Report of the Joint Financial Management Improvement Program for Fiscal
Year 1966, if the agency:
a. has received Comptroller General approval for all of its account-
ing systems during the period January 1, 1957 through June 30,
1967; '
b. has not made, or does notplan to make, a resubmission of such
accounting system(s)lor reapproval by.the.Comptroller General;
c. has adopted, and is currently employing, internal cost-based '
operating budgets and performance reports for day-to-day manage-
ment-and control of operations; and,.
cf. has presented all appropriation requests in the 1968 ,Budget.
Appendix on a cost basis. .
However, if an agency in this groUp has made significant improvements in
its financial management system during fiscal year. 1967, it it urged to
report such accomplishments for possible inclusion in the-Joint Program
report for fiscal year 1967.
3. Content of required reports. Those agencies required to submit reports
under this Bulletin are to present the material in two-sections--Part A,
Accomplishments and Future Plans, and Part B, Status Information--as shown
in Exhibit 1. The content of each part is to be developed according to
the guidelines set forth below. .
Part A,. Accomplishments and Future Plans.
a. This section of the report is to provide-narrative statements on
accomplishments and future plans. Such statements should be reported for
the agency or department as a whole or, if it is more meaningful, in terms
of Major components or the tabular line items used in Part B.
b. Statements should be provided on financial management improvements
completed during fiscal year 1967, emphasizing the management benefits
derived. Improvements installed during prior fiscal years, properly iden-
tified as such, should also be included if the operating and managerial
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gains resulting from the change began to be realized substantially
during fiscal year 1967. In reporting on specific achievements, emphasis
should be placed on those accomplishments that resulted in major savings
or other benefits.
c. To provide for more effective presentation of accomplishments in
the annual report of the Joint Program for fiscal year 1967, the narrative
statement of improvements in agency submissions this year should be accom-
panied by illustrations wherever practicable--employing graphs, charts,
photographs, etc., that will demonstrate pictorially the nature and sig-
nificance of the improvements.. This marks a return to the practice used
in the Joint Program reports for fiscal years 1963 and 1964. Agencies
should refer to those published reports for examples of how illustrations
might be employed. .
d; The requested information should be set forth in a brief narrative
description of the improvements and the results obtained, together with a
preliminary outline of any proposed illustrations. To facilitate develop-
ment of the Joint Program report, the submission should be classified
under broad functional headings such as financial organization, budgeting,
accounting, reporting, and internal audit. Changes involving mechaniza-
tion or automation should be included in the functional area most directly
involved, or may be set forth in a separate section on automation.
e. To provide for clear.understanding of the agency's modernization
program, reports of accompliahments should .be accompanied by future plans
for needed improvements. Each planned improvement should be appropriately
related to other information furnished in the report, and should include
a realistic target date for completion.
f. Several areas of improvement action should be covered in the
reports of all agencies in which identified objectiVes of the Joint Finan-
cial Management Improvement Program have not been fully attained. These
include:
--Adoption Of cost-based budgeting practices for presentation of
budget requests.
--Actions taken or planned toward effective use of responsi-
bility centered costbased operating budgets and related
reports that will measure performance and permit comparison
with approved plans for purposes of promoting efficiency
and cost reduction.
--Synchronization of classifications for programming, budget- .
ing, accounting, reporting, and control in order to permit
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use of ,an integrated management system for cond6c!tiof agency
operations. For agencies installing planning-programming-
budgeting systems, the reports should idengify the progress
being made in coordinating that effort with the financial
management improvement program. The objectives of such
coordination should be to assure that the financial systems
provide an accurate and reliable basis for associating costs
with program elements and budget classifications, and that
the data demands of the .PPB system are satisfied within the
framework of a unified managethent system in the agency.
Specifically, the reports should identify actions taken or
planned in ?response .to the Comptroller Generalts letter of
April 4,. 1967 (B-114365), which notified agency heads of an
amendment of the prestribed accounting principles and
standards to provide accounting support for the PPB program
structure.
--Actions taken or planned toward effective installation of
accrual accounting practices, and obtaining Comptroller
General Approval of agency accounting systems. It should
be recognized that attainment. of these objectives should
not be deferred pending-the full development of PPB systems.
--Actions taken or planned toward improvement of financial
management for grant-in-aid programs,. with particular
reference to simplifying.finantial requirements imposed on
.grantees (while still retaining effective control and
accountability); and arrangements for improved coordination
and efficient accomplishment of Federal audit objectiyes in
such programs, as called for in Bureau of the Budget Circular
No. A-73.
--Application of statistical sampling techniques to finantial
-operations, with specific identification of actions taken or
planned toward use of such techniques in the administrative
examination of vouchers.
--Improvements in cash management, covering particularly the
use of letters of credit .or other methods of reducing cash .
advances held by contractors, States, international institu-
tions, foreign governments, or other recipients of grants
.or contributions.
--Actions taken or planned in the recruitment and training of.
financial personnel in order to permit development and effect-
ive operation of a financial nianagernent system that conforms .
to requirements and satisfies the needs of management.
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Part.B, Status Information ?
g. This section of the report is to identify the status of agency
efforts toward modernization of budget and accounting systems in re-
lation to the provisions of the Budget and Accounting Procedures Act
of 1950, as amended by Public Law 84-863. The central Agencies under
the Joint Financial Management Improvement Program have urged operating
agencies to attain these goals as quickly as possible so as to provide
better service to management and to promote more effective conduct of
program operations. Hearings held by the House Government Operations
Committee in September 1966--which represented a folloyup on these held
in July 1964--reemphasized the congressional interest in more rapid im-
plementation of legal .requirements in agency financial management
systems. ,
h. For each agency in which those requirements have not been met,
the status tabulation should provide firm target dates that reflect
positive plans for full compliance, and represent a realistic commit-
ment by the agency to attain the desired objectives within the specified
time period. In this connection, if the last agency'report of status
showed target dates in fiscal.year 1967 and those targets were not met,
Part B should include--under "Remarks"--an explanation of the reasons
for the slippage in schedule, and the action being taken to avoid similar
problems with respect to the new target date. Footnotes without target
dates, and entries such as ."Indefinite" or oNot.Plannedn.will not be
sufficient.
i. The status tabulation in Exhibit 1 is to be 'completed by each
agency.as of June 30, 1967. However, if an agency.as a whole has at-
tained the required objectives and its accounting system has been
approved by the Comptroller General, the tabular form of report need
not be employed. Instead, reporting under Part B can be complied with
by use of the narrative statement: "Installation of accrual accounting
and cost-based budgeting practices completed; accounting system approved
by Comptroller General. (insert date of approval)."
. j. For those agencies using the tabular form of report, column (a)
is to identify the organization and/or accounting entity for which in- .
formation is submitted. ? For this year's report,:the tabulation in
each civilian agency's submission is to reflect the stub entries used
for the agency in the Appendix of the published Annual Report of the
Joint Financial Management Improvement Program for Fiscal Year 1966.
The entries are to cover both complete systems and segments of systems,.
as treated in the published report. If any adjustments in the stub
entries of the published tabulation are warranted by reorganizations
or other changes (e.g. the Department of Transportation), the agency
should.eontact General Accounting Office representatives to work out a
mutually agreeable stub column for its tabulation. For the Defense
agencies, the Department of Defense should contact the General.Account-
ing Office to .develop a pattern consistent with that of the civilian
?
agencies.
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k. Columns (b) and (c) represent a revised basis of presenting
the status of approval by the Comptroller General of the agency
accounting system(s). This reflects an adaptation of the status
tabulation report to the General Accounting Officets revised pro-
cedures for obtaining accounting systems approvals--as announced by
the Comptroller General on April 24, 1967 in a letter to the heads of
executive agencies (B-114365). Under the\revised.procedures, account-
ing systems approvals are to be obtained in two stages: first in terms
of the underlying principles and standardsvNand.second, in terms of
the detailed documentation and operation of the system. These two
stages are reflected in. columns (b) and (c) of the revised tabulation.
1. For an agency in which an accounting-system legally is not
subject to approval by the General Accounting Office, the repOrt should
show the entry "Not Applicable', in these columns. For all others,
column (b) is to show the status of approval of underlying principles
and standards for development of agency accounting systems, and column
(c) is to show the status of approval of the detailed accounting system
in operation. In each of these columns, status is to be shown by
either the entry "Approved," accompanied by the date (month) day, and
year) of official approval, the date (month and year) of a formal sub-
mission, or a target date (month and year) for a future submission to
the Comptroller General.
m. Entries in column .(b) will not be required if the detailed
accounting system, including a statement of principles and standards,
has been approved or has been under General Accounting Office review
prior to June 30, 1967. In these cases, however, an agency may show
an entry in column (b) if it is meaningful in a given situation. For
all other cases, an entry should be made in that column either for the
'entire department, for an appropriate grouping of systems, or for in-
dividual systems--as elected by the agency in response to the instruct-
ions in the Comptroller General's letter of April 24, 1967.
n. In this connection, .dates showing a submission for approval
that occurred prior to June 30, 1967 are to be used only where the
underlying principles and standards and/or the detailed accounting
system currently is under review in the General Accounting Office.
*Columns (b) and (c) are not to show dates of previous submissions which
have been withdrawn by the agency or returned to the agency by the
General Accounting Office. In such cases of withdrawal or return,
agencies are required to furnish new target dates for revised submis-
sions.
o. The last two columns are to reflect the status of cost-based
budgeting. Column (d) is to show "Complete" if the agency has adopted
internal cost-based budget procedures and uses operating budgets and
related reports for planning and control of the costs of operations on
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a current basis throughout the year. Otherwise the column should show
the target date (month and year) for completing such action. "Complete"
is to be used in column (e) where all appropriations of the agency were
printed on a cost basis in the 1968 Budget Appendix. Otherwise, that
column should show as a target date the fiscal year budget in which the
agency plans to convert to a cost-based presentation for all appropria-
tions. The entry "Partial" is to be shown, along with a target date,
if cost-based presentations were printed for some appropriations in
the 1968 Budget Appendix,,but not for all.
p. The "Remarks" section of Part B is to provide any necessary
explanations of the tabular entries. Such explanations should be iden-
tified, as appropriate, with the line items in the tabulation. The
tabular entries and the supporting remarks should indicate clearly the
degree to which each organization has progressed in developing its
financial management system tp meet the requirements of the Budget and
Accounting Procedures Act of 1950, as amended.
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Financial Management Improvement Program
Agency Report as of June 30$ 1967
Exhibit 1
Bulletin No.
Agency.
Date
Part A - Accomplishments and 'Future Plans
Part B - Status Information
Organization and/or
Accounting ?
Entity
Accounting System Apprdval
Cost-Based Budgeting
' Principles
and
Stan rds ?
? Accounting
System
Documentation
. Used
Internally
Budget
Presentation
? (a)
(
(c)
(d) ?
(e)
Remarks:
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EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 67-10 June 5, 1967
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Agency publications required by the Library of Congress
1. Purpose. This Bulletin invites agency attention to statutory
provisions requiring that copies of certain Government publications
be supplied to the Library of Congress for official use and for
international exchange.
2. Background. The Librarian of Congress has advised that the Library
of Congress is not receiving copies of all required Government publica-
tions. He has requested that agencies provide the Library of Congress
with copies of Government publications produced by 'authorized depart-
mental and field printing plants and those procured commercially,
pursuant to the provisions of law set forth in Sections 139 and 139a
of Title 44, United States Code. A listing of the authorized depart-
mental and field printing plants may be found in the Government Printing
and Binding Regulations published by the Joint Committee on Printing
of the Congress.
3. Publications required. The Library of Congress needs four copies
of each book, pamphlet, manual, journal, map and chart, magazine,
.periodical, report, study, poster, and regulation, opinion, and de-
cision of Federal agencies having intra-agency or extra-agency signi-
ficance, which is printed or otherwise produced by agency printing
plants or procured commercially as contract field printing, including
microforms.
4. Exclusions. The statutory provisions referred.to in paragraph 2
do not apply to confidential matter, blank forms, and circular letters
not of a public character. In addition, the Library of Congress does
not wish to receive drawings and specifications of individual patents,
daily weather maps, Federal and military standards and specifications,
press releases, routine adminietrative directives, reprints of articles.
from trade periodicals and books, or announcements of meetings and
programs. Copies of publications produced by the Government Printing
Office in Washington or at its Field Service Offices and publications
procured by agencies on waiver by the Government Printing Office are
furnished currently by the Government Printing Office. Arrangements .
to receive these publications directly have been made by the Library,
of Congress with the Government Printing Office and they are therefore
not within the scope of this Bulletin.
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5. Submission of materials; The publications to be supplied are those
produced after the date of this Bulletin and should be addressed as
follows;
Exchange and Gift Division (non-GPO)
Library of Congress
Washington, D. C. 20540
6. Revisions. The categories of publications desired may be revised
by the Librarian of Congress after a review of the materials ieceived.
In such an event the agency or agencies Will be advised directly by
the Library of Congress.
PHI LLIP S. HUGHES
Acting Director
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EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 67-8 April 27, 1967
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS ? ?
SUBJECT: Uniform Time Act of 1966
The purpose of this Bulletin is to call the attention of.all
executive departments and establishments to a Department of
Transportation instruction entitled "Guidelines for Observance
of Time Under Provisions of the Uniform Time Act of 1966," '
issued for the guidance of Federal agencies by the Secretary of
Transportation on April 27,. 1967.
A copy of the issuance is attached.
Attachment
CHARLES L. SCHULTZE
Director
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THE SECRETARY OF TRANSPORTATION
WASHINGTON, D.C. 20590
April 27, 1967
Guidelines for Observance of Time Under Provisions of the
Uniform Time Act of 1966
On April 1, 1967, there was transferred to the Department of Trans-
portation, the functions, powers and duties previously vested in the
Interstate Commerce Commission under the Uniform Time Act of 1966
(80 Stat 107; 15 USC 260), and related prior statutes (Act of March 19,
1918, as amended (40 Stat 450; 15 USC 261 et seq); The Act of March 4,
1921, as amended (41 Stat 1446; 15 USC 265)), relating to standard
time zones and daylight-saving time.
The Uniform Time Act of 1966 (hereafter "the Act") directs the
Department of Transportation to foster and promote the adoption and
observance of uniform time within and throughout the various time
zones.
The purpose of this memorandum is to provide guidance for other
branches, departments and agencies of the United States Government
as to the effect of the Act and the Department's interpretations and
policies concerning it,
, EFFECT OF UNIFORM TIME LEGISLATION
The Act of March 19, 1918, as modified by the Act of March 4, 1921,
established the general boundaries, based on mean solar time, of the
existing five time zones for the United States (Eastern, Central,
Mountain, Pacific and Alaska). The precise boundaries of eadh time
zone were, under these laws, to be defined and modified from time to
time by order of the Interstate Commerce Commission. Pursuant to
this authority the present boundaries of the five existing time zones
were set by the ICC (see attached map).
The principal provisions of the Uniform Time Act of 1966 are as
follows:
1. It substitutes the Yukon standard time zone for what was the
Alaska standard time zone under prior law and creates the following
three new time zones:
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-- Atlantic standard time, covering the offshore areas of
the Eastern coast of the United States as well as Puerto
Rico and the Virgin Islands.
-- Alaska-Hawaii standard time, which covers Hawaii and
most of Alaska.
-- Bering standard time, which covers the far Western
portion of Alaska and the Aleutian Islands.
2. The Act requires that within each time zone there be a one-
hour advance of time from 2:00 a. m. of the last Sunday in April to
2:00 a. m. on the last Sunday in October of each year U. e. , making
mandatory what is commonly called "daylight saving': time). However,
a state may by legislation exempt itself from the daylight-saving time
provisions provided that the entire state remains on non-advanced time
throughout the year. These provisions apply notwithstanding conflict-
ing state law or the fact that a state may be in more than one time zone.
For example: If part of a state were within the Central zone and part
in the Eastern zone, the entire state would go on daylight-saving time
on the last Sunday of April. However, there would be a one-hour dif-
ference between the parts of the state in the different zones. From
the last Sunday in October to the last Sunday of the following April the
state would observe standard (non-advanced) time, and the one hour
difference between the portions of the state situated in the different
zones would continue. If the state had legislatively exempted itself ?
from the daylight-saving time provisions, the entire state would
remain on standard (non-advanced) time year-round and there would
be a one-hour difference between the parts of the state lying in the
different zones.
3. The Department is authorized to enforce the provisions of the
Act by application to the U.S. District Court for the district where a
violation occurs.
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4. The Act expresses an intention that its provisions apply to
the conduct of business by the Federal Government.
5. The Act becomes effective April 1, 1967.
THE SITUATION DURING 1967
General. It is expected that the uniform daylight saving time provi-
sions of the Act will be observed in all but a very few states through-
out the country. Generally, then, Federal installations can observe
the provisions of the Act and will also be in conformance with the
local time in any particular area.
Special Situations. In a limited number of cases circumstances
indicate that during the initial transitional period there may be devia-
tions from the provisions of the Act. These are in most cases due to
(1) historical observance in portions of certain states of a time differ-
ent from the time of the zone in which that area lies and where
authorized state officials have filed or indicated to the Department
1/ Section 4(b) of the Act provides that "in all statutes, orders, rules
and regulations relating to the time of performance of any act by
any officer or department of the United States, whether in the legis-
lative, executive, or judicial branches of the Government, or relating
to the time within which any rights shall accrue or determine, or
within which any act shall or shall not be performed by any person
subject to the jurisdiction of the United States, it shall be understood
and intended that the time shall insofar as practicable (as determined
by the Interstate Commerce Commission) be the United States
Standard time of the zone within which the Act is to be performed."
The legislative history of the Act also indicates Congress considered
that the observance of the Act by the Federal Government would be
one of the principal inducements for the states to come into conformity.
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that they are preparing to'file a petition to change the boundary to
conform to historical observance, (2) the fact that a state's legisla-
ture will not have had an opportunity to consider exempting the state
from the daylight-saving time provisions or (3) the boundaries of one
of the three new time zones having not yet been established. The
Department notes that the enforcement provisions of the Act are
stated in permissive terms and that the Act's legislative history
suggests that during the initial transitional period deferral of enforce-
ment is consistent with the objectives of the Act in situations where
special equities exist. In the situations discussed below the Depart-
ment will not consider enforcement of the Act until the administrative
proceedings or other actions indicated have been concluded. In these
cases it is expected that the areas concerned will observe the time they
have traditionally followed. It is the Department's position that
observance of such local time by Federal installations will not, until
further notice?from the Department, be considered inconsistent with
the. Act. The areas falling into this category are discussed below.
1. Puerto Rico, Virgin Islands, Alaska and Hawaii. Until the
Department by administrative order fixes the limits of the.new time
zones affecting these areas, it will be conaistent with the Act if
Government installations follow the local time in effect.
2. Kentucky. .Local time in effect can be followed by Government
installations in Kentucky until the Kentucky legislature has met in
1968 and considered whether the state will avail itself of the option to
exempt itself from the daylight-saving time provisions.
3. Michigan. Michigan has exempted itself by law from the daylight-
saving time provisions of the Act. Although the Upper Peninsula of
Michigan is officially located in the central time zone, most of this
area has historically observed eastern standard time. A petition is
being submitted to the Department requesting that the Eastern Time
Zone boundary be changed to include the entire state. Until further
notice from the Department, it will be appropriate for Federal -
installations to observe eastern standard time throughout the state.
4. North Dakota. A petition will be filed by officials of North
Dakota requesting that the mountain time zone boundary be moved
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eastward to include a section of the state west of the Missouri River
which has historically observed mountain time. It will be considered
appropriate if the local time in effect is observed by Federal installa-
tions in the portion of North Dakota west of the MissourcRiver.
5. Texas. El Paso and portions of three surrounding counties
are technically located in the central time zone but have historically
observed mountain time. The state is expected to file a petition .
requesting that El Paso be placed in the mountain time zone to conform
to historical practice. It will be consistent with the 'Act if Federal,
installations observe thouritain time in these areas until further notice
from the Department.
6. Nebraska. Authorities in Nebraska have petitioned to move
the boundary between the central and mountain zones to include in the
central zone three counties and portions of nine others now lying in
the mountain time zone. It will be considered consistent with the Act
if Federal installations observe local time in these counties.
7. Kansas. Officials in Kansas have indicated they will petition
the Department to alter the boundary between central and mountain
time in North Central Kansas to conform with the historical observanee
of time in that portion of the state. The observance of local time in
the affected area of the state will be considered consistent with the Act.
8. Indiana. A petition has been submitted to the Department by
officials of the State of Indiana requesting that the entire state be placed
in the central time zone. It will be considered consistent with the Act if
Federal installations observe local time in Indiana until further notice.
In cases where local time may be observed by Federal installations
inquiries regarding local time in effect may be directed to the Attorney
General of the state, or the Office of the General Counsel, Department
of Transportation.
There may be instances where a state or political subdivision of a
state does not adhere to the provisions of the Uniform Time Act and
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6
is not included in the special situations mentioned above. In these
instances the Department urges Federal installations in those areas
to follow the provisions of the Uniform Time Act of 1966. We believe
that this approach will be of considerable assistance in accomplishing
the objective of time uniformity which Congress has expressed in the
Uniform Time Act.
?
The Department notes that the Act applies the term "standard time"
to the advanced time period specified in section 3(a). The term "standard
time" has historically beep used in reference to non-advanced time. To
employ the same term in making reference to advanced time will bring
about much confusion during the transition period. Therefore the Depart-
ment considers it appropriate for Government departments and agencies
to continue to employ for the immediate future the term "daylight saving
time" to distinguish advanced time from non-advanced time.
Should there be questions concerning the Act you are requested to
direct them to the Office of the General Counsel, Department of
Transportation, which will be pleased to assist you in any way possible.
. Alan S. Boyd /
Secretary of Transportation
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EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 67-6 November 1, 1966
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Revision of motor vehicle reports (Standard Form 80)
for the 1968 budget
1. Policy for 1967. Temporary regulations No. E-7 and G-1
of the General Services Administration Federal Property
Management Regulations, issued October 24, 1966 (31 F.R. 13773-
13774) provide, with respect to passenger motor vehicles, for
the following during fiscal year 1967: (a) permissible replace-
ment standards of a minimum of 7 years or 72 thousand miles
for passenger cars and station wagons, and (b) a requirement
that agencies retain vehicles "which are in usable and workable
condition" for at least one additional year beyond the normal
replacement point, even though the 7 years and 72 thousand mile
standards might permit replacement earlier. Vehicles which
have been wrecked or damaged beyond economical repair remain
an exception to the standards.
2. Assumption for 1968. For purposes of the budget submission
the usual standards may be assumed to be in effect for fiscal
year 1968:It may become necessary to revise this assumption
at a later date. In this connection it should be noted that
while existing standards permit replacement of passenger cars
and station wagons at 6 years or 60 thousand miles, they limit
replacements in any event to 25% of the fleet in any one year
where the fleet consists of 8 or more such vehicles.
3. Revised reports. Agency implementation of these policies
necessarily will result in revisions of many of the motor
vehicle estimates (Standard Form 80) which were due in the
Bureau of the Budget September 30. Each agency will promptly
review its estimates in accordance with temporary regulations.
No. E-7 and G-1 and will revise its motor vehicle estimate to
provide for compliance therewith. Agencies may mark up a copy
4 of the estimate already submitted; providing it is clearly
legible. Four copies of each marked-up or revised report are
required: Each revised or marked-up report will be identified
in the upper right-hand corner by the words "Reference BOB
Bulletin No. 67-6."
All revised reports should be mailed to reach the Bureau of
the Budget by the close of business on November 9, 1966.
CHARLES L. SCHULTZE
Director
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e4
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?7'
sf-1.
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 67-3 September9,1966
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Reduction of overtime hours and related costs
1. Objective. The head of each agency will take necessary
action to minimize-the amount of paid Overtime, and in par-
ticular to reduce the total of overtime pay for fiscal year
1967 to the lower of:
a. The level contemplated in the President's budget
recommendations for the fiscal year 1967.
? b. A level 25% below, the actual overtime pay for the
fiscal year 1966.
2. Background,. Overtime hours and related costs are grow-
ing sharply in calendar year 1966 as compared with calendar
year 1965. Available data indicated that for the Government
as a whole paid overtime and related hours have been vir-
tually double the corresponding figures for a year ago, and
are continuing to run at that accelerated level. In some
cases particular program requirements have dictated the
need for sharply increased overtime. Even after allowance
has been made for such instances, the increases are very
large. With the liberalization of. overtime pay contained
in the most recent pay legislation, on top of the actual
experiences in the past 12 months, it is clear that speci-
fic action is called for. This action iS particularly
appropriate in the light of the President's program to
control budget .expenditures.
3. considerations. Undoubtedly some overtime is essential.
Fires and floods must be fought. Certain services must be
provided for the public at appropriate times of day.
Special workload peaks must be handled to avoid major in-
convenience to the public or jeopardy to the national
security of the United States.
Also, in some situations where additional Man-hours of
work are essential, there may be a choice between ordering
overtime and employing additional personnel'. Where extra.
man-hours are essential and the cost-benefit ratio indi-
cates that overtime work is advantageous, after taking:
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appropriate account of the possibility of using part-time
employment as well as full time to provide additional per-
sonnel., overtime may be an appropriate choice. On the
other hand some overtime that is ordered or approved may
be unnecessary, and therefore wasteful of Government funds.
Better management of, the man-hours available during the
40-hour workweek of regular employees and the regularly-
scheduled workweek of part-time employees may often make
it possible to limit overtime to a relatively low minimum.
It is essential that management recognize its responsi-
bility to hold overtime costs to the minimum.
While the objective is to reduce the amount of paid over-
time, nothing in this Bulletin is to be construed ai en-
couraging or condoning the ordering or approval of
unrecorded overtime work.
4. Specific review and actions to be taken. In order to
carry out the policy stated above, a specific review should
be made,.at least one level above the level where overtime
was approved or ordered,. of each individual case where:
a. An employee currently has a regularly-scheduled
:.workweek.of more than 40 hours, or has regularly-Scheduled
standby duty for which payment is made.
? b. An employee working a scheduled workweek of 40
hours or less has had paid overtime during three consecu-
tive pay periods totaling '30 hours or more. (Use the three
most recent pay periods for which this can conveniently be
reviewed.)
c. An employee above grade GS-10, or the equivalent in
any other-pay system,.has been paid overtime of any amount
during calendar year 1966.
d. An employee is receiving a.stipulated percentage of
annual pay for a position which Involves substantial hours
of irregular unscheduled overtime (usually called "adminis-
tratively uncontrollable work"):.
The review of each such case should lead to,such action as
may be appropriate to reduce or .eliminate Paid overtime in
that case, or in similar cases hereafter, in accordance
with this Bulletin.'
5: Policies to be adopted. 'Policies should be adopted and
promulgated in each agency to accomplish the objective of
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minimizing overtime pay, and meeting the targets on overtime
?
set out above. Particular consideration should be given to
the following:
a. That overtime not be paid where the granting of
compensatory time off is available under the law as an
option to the 'Government (for example, General Schedule
employees whose basic rate of pay exceeds the maximum for
GS-10), except upon a specific determination at least one
level above the level where overtime is ordered or approved.
No such determination should be in effect for more than
three months without a specific redetermination.
b. That where round-the-block or continuous coverage
is necessary, the hours of the shifts be so fixed as to
avoid overtime except where necessary to fill in for an
absent employee. For example, the time for commencing
and terminating a shift, after considering the lunch
period, can usually-be' fixed so as to provide necessary
overlap in operations-as the.shifts 'change without re-
1quiring any-overtime.
c. Where costly faCilities and equipment are to be
:worked more than an 13-4161k day in order to obtain best
-.utilization (as may be theCese With automatic data pro-
'teasing?facilitiea)., dtPlOyees be assigned on a shift
basis, to the extent appropriate. -
-d.':-That where Service to the public needs to be pro- ,
vided for. more: than a 40-hour week, ae may often be the
case, the employees be assigned suchworking hours as to
permit this to be accomplished with little or no overtime.
In small offiCes, where only one person is available to
meet the public, the hours should usually be arranged to
stay within 40 per week, though with such adjustment as
might meet the convenienceof the public in the locale
involved (for example, a one-man office in a small town
might be ,closed on Thursday mornings and open on Saturday
mornings if that is the pattern of other offices in the
area).
e. That allotments, cost targets and other suitable
Government devices be used as appropriate to provide
limits to subordinate organization units on the paid over-
time for the year (or for shorter periods) in accordance .
with the policies of this Bulletin.
6. Utilitation,ofaavings. Savings under this Bulletin
will .be applied to assist in -the absorption of the Increased
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costs'of pay, employee benefits, and related costs to the
maximum extent feasible.
7. Reports. No special report is required at this time
under this Bulletin.
8'. Records.. Agencies will
and for possibleinspection
summaries centrally, of:
the
a. Budget estimates of
maintain, for management use
, appropriate records, including
paid overtime for 1966 and 1967.
b. Month-by-month paid overtime costs (and hours) for
fiscal years 1966 and 1967.
? c. Reviews and actions taken under sections 4 and 5 of
this Bulletin.
d. .Explanations of any increases in overtime for the
agency as a whole for any month in the remainder of this
fiscal year, either in comparison with the preceding month,
or in comparison with the corresponding month a year ago.
9. Subsequent reviews. The Bureau of the Budget will re-
view the figures reported monthly to the Civil Service Com-
mission on paid overtime. In those cases where paid over-
time fails to decline in the coming months, and in those
cases where it appears that further action will be required
to meet the objectives stated in paragraph le further
inquiry may be.made. The records set forth in paragraph 8
should be available for Bureau of the Budget review.
,CHARLES L. SCHULTZE
Director
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EXECUTIVE OFFICE OF THE PRESIDENT
BUR EAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 67-2
August 18, 1966
? TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Adjustments between appropriations and funds
Public Law 89-473 authorizes charges to be made against
an appropriation temporarily, with an accounting adjust-
ment to the appropriation finally to be charged with
the expenditure. As indicated in the legislative history
of the bill, this legislation overcomes the instructions
previously announced in 38 CG 734 against intentionally
'making a temporary charge to the wrong appropriation.
This law does not authorize augmentation of appropria-
tions or the transfer of fund's for purposes other than
those intended by Congress.
The law should be utilized to temporarily charge an
appropriation within a bureau (or comparable Organiza-
tional unit) to be corrected later, only in those cases
where there is a clear advantage to doing so. In such
cases an obligation should be ?reported as promptly as
feasible against the appropriation that will finally be
chargeable. It is preferable that charges be adjusted
monthly, but all charges during the fiscal year must be
adjusted on a final basis as of the close of the fiscal
year. The adjustment will be accounted for in the same
manner as a refund by the appropriation originally
charged. Obligations incurred by the benefiting appro-
priation must be charged to the same object classes as
would have been used if the expenditure had been
charged directly against the appropriation in the first
place and must be identical with credits in the account
originally charged.
It is not intended that Public Law 89-473 will make any
change in the practices heretofore followed under the
Economy. Act of 1932, as amended, or under other laws
providing for reimbursements between agencies or between
bureaus. Neither does the new law modify the normal
operation of revolving funds; sales by such funds will
continue to be handled on a normal reimbursable basis.
CHARLES L. SCHULTZE
Director.
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