OFFICE OF THE INSPECTOR GENERAL STUDY OF AGENCY BOARDS OF REVIEW

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000500010009-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 14, 2016
• Document Release Date: July 7, 2003
• Sequence Number: 9
• Publication Date: October 27, 1981
• Content Type: MF

ROUTING
AND RECORD SHEET
Office of the Inspector General Study of
Agency Boards of Review
Harry E. Fitzwater
STAT Deputy Director for Administration
Deputy Director of
Central Intelligence
112.
61 0 USE PREVIOUS
EDITIONS
DDA 81-1308/7
OFFICER'S COMMENTS (Number each comment to show from whom
INITIALS to whom. Draw a line across column after each comment.)
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 81-1308/7
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MEMORANDUM FOR: Deputy Director of Central Intelligence
FROM :
Harry E. Fitzwater
Deputy Director for Administration
SU10 l,t. f: Office of the Inspector General Study of
Agency Boards of Review
RI FER NC1 : Memorandum to the DDA from.?the DDCI, Same Subject,
dated 14 August 1981
As requested in reference, the appropriate Offices of the
Direct-orate of Administration have reviewed subject report and the
suggestions contained therein. Forwarded herewith are statements
submitted by the Offices of Finance and Logistics (on behalf of the
Heads{u.iirters Claims Review Board, the Headquarters Survey Review Board,
the Board of Review, and the Overpayments Review Board) which provide,
in a summarized fashion, reports on their progress in implementing
the Inspector General's suggestions.
Harry E. Fitzwater
Attachments :
Comonts from OF/DDA
Continents from OL/DDA
cc: IG
D/NFAC
DDO
DDSiaT
OP
OF/DDA
OL/DDA
All Portions of This
Memorandum are Unclassified
EO/DDA (26 Oct 81)
Distribution:
Original - Addressee Watts
1 - DCI Watts
1 - ER w/atts
1 - D/NFAC w/atts
1 - DDO Watts
1 - DDS&T Watts
1 - OP w/atts
1 - IG w/atts
1 - OF/DDA w/atts
1 - OL/DDA w/atts
%f- DDA Subject w/atts
1 - DDA Chrono w/o atts
l - EO%DDA Chrono w/o atts
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MEMORANDUM FOR: Executive Officer, DDA
Deputy Director for Compliance/OF
SUBJECT: IG Report on Board of Review and
Overpayment Review Board
Attached is Office of Finance response to subject
report.
STAT
Attachment:
OF Response to IG Report
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Chapter 5
The Office of Finance also endorses the IG report at
page 35 wherein the IG endorses the PMCD standard to raise
OSA 1:positions to the GS-09-08 level. Early resolution is
needed.
IG Suggestion (at page 35)
We suggest that no new OSA be given cash custodial responsi-
bilit:ites who has not taken and passed the course (Field Administration
ours( ) .
Current regulation and handbook changes have been written
and are now out for Agency coordination stating that the Director
of Finance will approve all cash custodians. In the case of
OSA assignments that include cash custodial responsibilities,
Finance will use the Office of Training and Education (OT&E)
certification that each new OSA has successfully passed the
Field Administration Course wherever possible. In addition
each request for D/F approval will be supported by the in-
dividual's certification attesting to his or her understanding
of custodian duties, responsibilities and liabilities, and a
review of each candidate's work record for evidence of un-
suitability.
IG Suggestion (at page 35)
We suggest that area division B&F officers certify to the
Director of Finance the suitability of an OSA to be a cas custodian.
In addition to formal OTEE training Finance will require responsible
B&F office provide each OSA with on-the-job training within the
area division finance unit prior to their departure. The Director
of Finance will wherever possible require the chief B?F officer
to evaluate as to how well each OSA performed and provide a
recommendation as to whether the OSA should be granted the
assignment.
IG Suggestion (at page 36)
We suggest that senior managers ensure that the Performance
Appraisal Report of employees and supervisors (including COSs
and Bs response le for cash management include a statement on
how well that responsibility is carried out. The Office of
Finance endorses this suggestion. It is more appropriate for
DDO/CMS to respond as to what procedure will be employed to im-
plement this suggestion.
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IG Suggestion (at page 36)
We suggest that the Deputy Director for Administration
take the action necessary to have a c a~ rter for t Be oa-rc-of
Review written ancT toestablish procedures, phil.osop es, and
ff f r4 on o terms for board use. There s IOU- -be added to the
api~ 1 of r late Agency rel;_ulations and handbooks and made a a lable
to ;!! Employees. fhe Office of Finance will draft philosophies
aria t.~ eco-Tures for DDA approval . We do believe however that
HR and I-IIIB Chapter VIII has established an adequate
.1 511 ;,-,:Ton for such a charter.
1G ;_'Hil;esti.on (at page 37)
We suggest that the Director of Finance revise I-IR
to ut ~iarize tic: rrcfquarters operating off:ic-ials to settle s for age
and xivc t awe -cases for amounts throul;Ii X100 in accounts of ier than
the s r ot~ri~. Pinar ce agrees with tie suggestion and will incorporate
the h i ge in the revision now being drafted.
IC ;;w, est_LOn (at page 37)
P ,'e that the Director of Finance revise regulation
to Iritic "Agency funds" lost, stolen or missing in a single incident
sett led by the Board of Revieiww. While Finance believes the
Board o:f Rev Lew c~ui ad_j udTcate all cases involving "Agency funds"
there would need to be a close coordination process between the
Headquarters Claims Review Board and the BOR. This would occur
where a case such as a pickpocket involved true personal funds
and "Agency funds." Both boards would need to adjudicate their
findings the same way - one could. not hold in favor of the
employee while the other found the employee at fault. This area
needs further study.
STAT
IG Sitggestion (at page 37)
We suggest that the Director of Finance revise HH STAT
to hrciv.i._de for a DO representative as a permanent number o the
Bo ir~l o f Iev:.i.eiv. We believe tit tie current wording-off paraarat~h
76 o J1HB Chapter VIII is appropriate. . ."The Board will
include a representative of the Deputy Director or Head of Inde-
pendeiit Office responsible for the activity that gave rise to the
case under consideration by the Board." It is true that most cases
involve the DO area however it would seem inappropriate to have
the DO representative in attendance should a case under con-
sideration be one involving another Directorate. At present DDO
cases are all heard by the same DI)0 representative.
IG Suggestion (at page 38)
We suggest that the Director of Finance revise HHB
to increase to 90 days tie time for completing action on each
STAT
report of siortage of overage unless extenuating circumstances
indicate additional time shoull be permitted. Finance agrees
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that the current 30-day requirement for resolution of cases is
unrealistic. We however believe that a 120 day requirement for
completion is needed. In addition to the reasons expressed in
the IG report we believe that we should allow 60 days to see
whether the reported shortage or overage will surface within
the two succeeding accounting periods. If the shortage or
overage remains the additional 60 days should provide ample
time for the BOR to complete the case`.
IG Suggestion (at page 38)
We suggest that the Director of Finance revise HR IIto
grant em loyees found ecuniaril liable t e rig t to appeal
tTe_ce.c sion to the DCI through the Inspector General. Further,
the communica n notifying the employee o is liability should
c:LL tt i~ e regulation that describes the appeal process. While
the Office of Finance has no problem with including a standard
statement advising each employee held liable of their rights
of appeal it does seem as though with minor revisions, HR
adect.aatel addresses each employee's appeal (grievance) process.
HR needs to be revised so that the grievances (appeals)
process will not exclude "any matter for which an independent
channel has been established by statute or regulation for ad-
judication". . .We will revise both HR Ito incorporate
this suggestion.
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Chapter 6
Overpayment Review Board
IG-Suggestion (at page 42)
We suggest that the Director of Finance explore the
possihility of modifying ETARS so that other data pertinent to
Pay and allowances also
can be transmitted electronically
fo.r
timer action. Finance
and the Office of Data Processing
_
are
currently involved with
the development of a new payroll
system
that will incorporate many new systems changes including
this
and related suggestions.
IG Sugestion (at page 43)
lYe suggest that the Director of Finance establish a training
progriut in ,,.,Compensation Division and a oint a training o icer.
Finance agrees with the suggestion for training programs an plans
to develop two programs, one applicable to the automated payroll
and the other applicable to the non-official cover payroll. A
position is currently available for the former payroll awaiting
a qualified candidate, whereas the latter payroll awaits approval
of a position for a trainer. Finance is also exploring the
feasibility of providing computer assisted instruction (CAI)
capabilities.
IG Suggestion (at page 43)
We repeat our suggestion that the Deputy Director for
Administration take the action necessary to have a charter for the
Overpayments Review Board written and
to
establish
proce ures,
phiilosopdies, and definition of terms
for
board use.
These
shouldWe added to t e appropriate Agency regulations and handbooks
and male available to all employees. The Office of Finance will
draft philosophies an procedures for DDA approval. We do believe
however that HR 0 has established an adequate foundation
IG Suggestion (at page 44)
We suggest that each employee be advised of his opportunity
to request a waiver of the overpayment and of the appeal process
i the waiver is denied. Finance also believes every employee
should be allowe a right of appeal when a waiver is denied and
in the future will so direct each employee to HR 0 As stated STAT
in our response to a similar suggestion addressed in the Board
of Review report we believe with minor revisions,HR 1I could STAT
adequately Satisf
the anneal mechanism
y
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Finance disagrees with the blanket suggestion that all
overpayments include a statement advisin employees of their
opportunity to request a waiver. HR s available to all
employees and certainly cannot be denie ow ever to call ones
attention to every overpayment would most probably add undue
burden to the paper system. However Finance is not adverse
to calling attention to the waiver process for those instances
where the overpayment has resulted from complex administrative
mp ogee has a
responsibility to review their pay entitlements and as an
aid the Agency goes to great expense to advise the majority of
our employees what each has been paid.
STAT
STAT
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---gL _ i 36 S /S'
15 OCT1981
MEMO}U\NDUM FOR: Executive officer to the DDA
FROM: James H. McDonald
Director of Logistics
SUBJECT: Office of Inspector General Study of Agency
Boards of Review
REFERENCE: DDCI memo for DDA, dated 14 August 81,
same subject (DD/A 81-1308/4; ER 81-4829/1)
Per your request of 21 August 1981, attached are comments.
concerning the Headquarters Claims Review Board (HCRB) part of
the IG report on Agency boards of review. The attached comments
have been prepared by the Chairman, HCRB, and coordinated with
all members of the board. Please call if you would like additional
information or otherwise prefer a more in-depth response.
25X1
Attachment:
A. Reference
B. Comments w/atts
OL 1 3558(a)
THIS DOCUMENT MAY BE DECLASSIFIED
WHEN SEPARATED FROM THE ATTACHMENTS
"Ir
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Headquarters Claims Review Board (HCRB)
1. This memorandum is to advise you on the progress in
implementing the suggestions contained in the I.G. Report.
2. The Inspector General's (I.G.) Report has been circulated
to the members of the Headquarters Claims Review Board (HCRB),
and analysis and discussions between the office of the DDA and
the HCRRB have been completed. Each recommendation was reviewed
against the constraints of the legislative act, the morale and
interest of the employee, and the equities of the Government and
taxpayer. Due consideration was/is given to the logic of staying
in basic synchronization with Army policy, (Army is tasked by
Congress to develop and publish the standards for adjudicating
claims) and
STAT in ana-
lyzing the I.G. recommendations, the HCRB did not assume the role
of defender of the public treasury, nor did they play the public
cornucopia. Responsibility for public funds is taken seriously
by the HCRB, as is the need for high morale to further Government
purposes. Changes have been made and procedures have been imple-
mented to continue to review the suggestions in the I.G. Report
against the realities and complexities of claim adjudication.
3. Specifically, as a result of this review, along with
action initiated prior to the study, the following changes have
been initiated/implemented.
The category limit for jewelry costing over $100 per item
has been raised from $1,000 to $3,000 per claim.
An additional position is being requested (part-time GS-7)
to assist the Claims Review Officer (CRO) (GS-11). The
assistant will improve the response to claimants and also
enable the establishment of a computer data base.
Statistics from the data base will better enable the
board to identify problems/inequities. The statistics,
plus continued will
better enable the board to justity and recommend policy
changes.
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SUBJECT: Headquarters Claims Review Board (HCRB)
A pamphlet has been revised and distributed. The pam-
phlet identifies and clarifies the criteria used in the
adjudication of claims, identifies category limits, and
generally establishes the limits of Government liability
for property loss. This pamphlet is distributed to all
Agency support officers and to attendees of the various
training courses. Central Processing Branch also distri-
butes copies of this pamphlet to all personnel in process
for PCS overseas and domestic assignments, and all are
required to sign a form stating they have received the
information explaining the policy of adjudicating claims
(copy of pamphlet and form are enclosed for your
convenience).
The concept of incident to service has been broadened to
give additional protection to TDY personnel.
Settlement authority by operating officials has been
raised from $100 to $300.
The CRO provides instructions on claims to personnel
attending the various training courses, such as the OTE
Overseas Orientation Course, Field Administration Course,
and the OC Overseas Orientation Program.
The CRO is available on request to provide a presentation
on claims.
Changes will continue to be made as necessary to best balance the
competing requirements of Government equity and employee morale.
4. I, of course, am available and would welcome the oppor-
tunity to further discuss the complexities of reimbursement for
personnel property losses.
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CLAIMS INFORMATION
1. Authority. You have a right to file a-claim against the government and to
be paid for personal property which is lost, damaged, or destroyed in a govern-
ment move. However, there are restrictions and limits on the amounts that the
government will allow you. You should he aware of these rules before you move.
Some of the more important restrictions are:
a. The maximum amount that can be paid on any claim is $15,000;
b. 11.ithin that $15,000, there are limits on the amounts that can be paid
on certain types and categories of property such as noted in the Table of
Maximum Allowances listed in the attached pamphlet, "Government Liability for
Personal. Property Claims."
2. Provinc; damages. A claimant is required to prove the amount of his damages.
This is done y proving the type, quantity, quality, and condition of the items
lost or damaged in the move. I-have this information before you move ! Based
upon these facts and the damage and loss estimates, the government computes the
amount of money damages to be awarded.
3. Planning;. Prior planning is essential to avoid financial losses. If you
are sTiii!:1r% property pursuant to government orders (PCS, TDY) take the
following steps before you move:
a. Dead Headquarters Regulation I "Claims for Lost, Damaged, STAT
or Destroyed Personal Property," very caretu y;
b. Make sure that you have receipts, appraisals, photographs, or other
valid evidence of the type, quantity, quality, and condition of items shipped;
c. Consider purchasing insurance if you are shipping property of more than
$15,000 in value or property that exceeds the limits in defined categories
(para. lb, above); and
d. Purchase traveler's checks rather than carry large amounts of cash.
4. Action when damage occurs. If you sustain any damage or loss in your move,
carefully not- amnaged and missing items on the carrier's inventory or other
paper at the time of delivery, and promptly notify your support office of all
damaged and missing items, and submit personal property claim in accordance
STAT With HR
I have read the above information and have retained a copy of the pamphlet
entitled "Government Liability for Personal Property Claims."
S GNATURF DATE
HCP\1 8/81
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Headquarters Survey Review Board
No suggestions
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