(Sanitized)- PROCUREMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100130013-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 84
• Document Creation Date: December 14, 2016
• Document Release Date: February 26, 2003
• Sequence Number: 13
• Content Type: REGULATION

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Chief of Procurement
Advisor for Management
Proposed revision of Procurement Regulations -
31 October 1951
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1. Submitted herewith for your review and comment are drafts
of the following Regulations:
LOA I/-\
2. These drafts represent revisions of existing Regulation
[1 and include suggestions sUbmitted by Apur Office. Please
note that the policy governing su plies lis included in
the draft of Regulation
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3. It will be appreciated if your concurrence or other comment can
be returned to this Office by 15 Vovenber., Upon receipt of your comments,
this Office will effect necessary coordination with other components of
the Agency.
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CONFIDENT LAI,
CMT?AL 4"u.IENCY
? MOCEDURES
1. REQUISITIM An i-UOP..;,aTY hCCOUNTABILIW PNUEDOE PodTilE
DEVATZTAI,
A. EstabliLLinE cf Luilding Supply Officers
In accordance with Central intelligence Agency. IWgulation No.
the Chief of Procurement is ,mthorized to establish Building
Supply Officers and supply rooms containing commonly used, ex-
pendable ofAce supplies in buildings within the departmental
area where such a service is justified. In buildings where
Building Supply Officers are established, the Procurement Office
will assume direct accountability for all non-expendable admin-
istrative property located in such buildings.
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B. Requisition and Accountability Procedure for Buildings with
Supply Officers
(1) The following procedure governing the requisitioning of
equipment)aii4. supplies and accountability thereof will
apoly in buildings where Building Supply Officers have
been established. In such buildings, the Procurement
Office will be responsible for:
(a) The requisitioning, turn-in, and transfer of all
administrative property required by activities
located therein.
(b) Establishing of adequate property records and
Property control.
(c) Issuance of property passes for all property re-
moved from such buildings.
(d) Receiving and coordinating all requisitions for the
following minor repairs and maintenances:
(1) Replacement of defective light bulbs and
broken windows.
(2) Repair of: linoleum, wooden flooring,
stairways, hand rails, walks, defective
window and door locks, plaster or wall
board, venetian blinds, wall receptacles,
defective wiring, radiators, leaky pipes,
toilet facilities, roof leaks, buzzers,
air conditioning units, fans, drinking
fountains, all office equipment and
machines and other related items.
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CENTRAL INTELLIGENCE AGENCY
NUMBER
Requests for major repairs and services
will be directed to Chiefs Building Main-
tenance and Utilities Division, Adminis...
trative Services, through the Building
Supply Officer.
(2) The names of the individuals authorized to request non-
expendable property from stock will be furnished to the
Procurement Office. Number of individuals so authorized
will be kept to a minimum.
(3)
(4)
(5)
All requests for non-expendable property and expendable
supplies not obtainable from the supply room will be
directed in writing or verbally, forty-eight (48) hours
in advance of need, to the Building Supply Officer.
The Building Supply Officer will charge all portable
items of a non-expendable nature to the using individual
by use of Form No. 36-99, "Employee Property Issue Record."
It is the responsibility of each employee having custody
of portable items so charged to secure a clearance from
the Building Supply Officer prior to their changing loca-
tions within, or separation from the Agency.
Accountability for non-expendable administrative property
will be maintained by the Procurement Office, The Build-
ing Supply Officer will maintain a file on all receiving,
transfer, and turn-in documents, and the individual
requisitioning the property will be responsible for the
proper use, protection, and movement of the property.
C. Building Supply Rooms
The Chief of Procurement shall establish supply rooms containing
commonly used expendable office supplies in buildings where such
a service is justified. Offices serviced by the supply rooms
are responsible for assuring that only minimum quantities of
supplies are maintained within their areas, as supplies are
available from the supply rooms on a daily basis. Space in
safes and other filing equipment will not be used to store such
items. Form No. 36-204, "Building Supply Order," will be com-
pleted in single copy by designated responsible officers and
will be presented to the storekeeper for issue purposes.
D. Accountability Procedure for Areas Without Building Supply Officers
(1) The following accountability procedure will apply in areas
where Building Supply Officers have not been established:
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(a)
Accountable Officers, desinated in accordance with
CIA. Regulation will designate individuals as
responsible officers according to the organizational
structibil or location of the activity. Responsible
officers will take all necessary precautions for the
proper use, protection, and movement of any Govern-
ment property which may come into their custody or
control?
(b) Listed below is the prescribed manner in which pro-
perty records will be maintained by accountable
officers:
(1) A property record account will be established
for each designated accountable officer and
an account number will be assigned to each
account by the Chief of Procurement.
(2) Accountable Officers will utilize Form No.
36-19, "Property Inventory Record." To record
debit and credit transactions of non-expendable
Property and to indicate, by item, total account-
ability for property under their control. The
colums under the heading "Property Location"
will be used to indicate the total account-
ability of each responsible officer under their
jurisdiction.
Accountable Officers will maintain a numerical
file of credit and debit vouchers to support
transactions in their property accounts.
:then an accountable officer authorizes the issue
of small portable items, such as brief cases,
pen sets, etc., he will prepare Form No. 36-99,
"Employee Property issue Record," which will be
initialled by the recipient. Uhen the property
is returned, the accountable officer may issue
a receipt, if requested, to the employee. In
the event an employee is separated or trans-
ferred from the activity to which he is assigned,
the accountable officer will be responsible for
determining that all items charged are returned
in such condition as received, reasonable wear
and tear excepted, before issuing a property
clearance for the employee concerned.
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CONFIDENTIA
CilITRAL INT.ELLIGENCE AGENCY N MILLI]
(5)
"Reports of inventory Adjustments," loom No0
36-16, will be prepared in triplicate and for-
warded to the Chief of Procurement. The use
of such reports will be confined to rectifying
errors resulting from incorrect nomenclature,
clerical or typographical errors, and assuming
accountability for property previously un-
accounbed for.
(6). "Survey Report," Yorm No. 36-18, will be pre-
pared in triplicate and forwarded to the Chief
of Procurement in the event property is lost,
destroyed, damaged or stolen. Thefts of
property should be reported immediately to the
Physical Security Branch, Inspection and
Security Office, in order that a prompt investi-
gation may be carried out*
(7)
The Chief of Procurement is hereby delegated
authority to approve Certificates of Droppage-
Expendable Supplies, to delete from accounta-
bility expendable supplies, which have become
lost or destroyed without fault or neglect while
on hand in a supply account, when the aggregate
loss per account, except fuels and lubricants,
does not exceed :?>10.00 per quarter. A maximum
tolerance of one percent will be allowed for
gasoline evaporation* It is not the intent of
this delegation to provide a r-ee.rterly allowance,
which may be accrued or as a matter of
right without regard to actual losses, but rather
to establish a limitation on the value of items
that may be dropped from the stock record account
by expeditious procedure*
Transfer of property accountability will be
effected by a review of the records and the con-
ducting of a physical inventory by the interested
individuals. Upon the acceptance by the incoming
officer that the records are in order and the
property physically, accounted for, a memorandum
certificate will be executed by the incoming and
outgoing officers and forwarded to the Chief of
Procurement for approval. Minor differences may
be approved by the Chief of Procurement. In the
event that the differences are of a major nature,
survey reports will be prepared and the services
of the Office of the Auditor may be requested.
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CENTRAL INTELLIGNCE AGENCY NUT.TB ERL 2 5X 1 A
(c) Field Offices of the Contact Division will maintain
a Voucl-pr File containing receiving and issue docu-
ments, and Form No. 36-99, "Employee Property Issue
Record," reflecting withdrawals of non-expendable
portable items from activity location.
E. Requisitioning Procedure - Domestic
Requisitions for equipment, supplies and services (other than
those supplied by Administrative Services) will be prepared on
Form No. 36-7, regular or master ditto, by the requesting office,
as follows:
(1) For supplies in the Supply Steck Account Catalogs:
Separate requisitions will be prepared on the regular
Form No. 36-7 in the number of copies outlined below, and
forwarded by the Building Supply or Accountable Officer
to the Supply Stock Account, unless the nature of the
material requires prior approval as indicated in paragraph
(3), below. One copy of each requisition issued will be
forwarded direct to the Control Group, Procurement Office,
for filing in the chronological file.
Supply Stock Account #1 - Original and 6 copies
Supply Stock Account #2, 3 and 6 - Original and 2 copies
Supply Stock Account #4 - Original and 4 copies
Supply Stock Account #5 - Original and 3 copies
(The above is accomplished by Building Supply Officers
where they have been established.)
(2) For supplies or services which require Purchase or Contract
Action:
(3)
Requisitions will be prepared on Form No. 36-125 "Master
Ditto" by the requesting office and forwarded to the Pro-
curement Office (Control Group) via the Building Supply or
Accountable Officer for action, except as specified in
paragraph (3), below. A carbon copy will be retained by
the Building Supply or Accountable Office to hold in sus-
pense pending receipt of a reproduced copy to be returned
by Procurement Office (Control Group.) A separate requi-
sition will be prepared for each major commodity, i.e.,
Communications Supplies, Photographic Supplies, Household
Supplies, Office Supplies, Ordnance Supplies, etc.
Requisitions for the following types of materials must be
forwarded through the Office as indicated below for approval
prior to the issuance of material by the Supply Stock Account:
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(4)
Class "A", "U" Furniture - Chief of Procurement
Ordnance 3uppl:I(.s and Equipment - Chief of Procurement
Surveillance Equipment - Assistant Director for Special
Operations (Att: Chief, OAD)
Communications Supplies and Equipment - Director of
communicatic 3
Medical Supplies and Equipment - Chief, Medical Staff
Business Equipment and Machines which - Advisor for
have not been previously approved Management
for General Agency use.
Each requisition will be assigned a requisition number at
the time of origin li*OZ from a block of numbers provided
the Building Supply or Accountable Officer, as listed in
the Voucher Register.
F. Voucher Registers
Pre-printed Voucher Registers (loose-leaf type) will be furnished
to and maintained by each Building Supply or Accountable Officer,
to be used in assigning voucher numbers to requisitions initiated
by each respective operating activity.
G. Property Disposal
It is the policy of the Agency to obtain maximum use of all property
under its control. Property which is unserviceable or is in ex-
cess to the needs of any using activity wi1J. be returned to stock
by- notifying the Building Supply Officer when available or by
forwarding to the Chief of Procurement an original and two copies
of Form No. 36-24, "Property Turn-In or Transfer Slip," stating
the location and date the property may be picked up.
H. Property Lost, Damaged or Stolen
(1)
Upon determination that property has been lost, damaged, or
stolen, a survey report, Form No. 36-18, will be prepared
in triplicate and forwarded to the Procurement Office.
Thefts of property should be reported immediately to the
Physical Security Branch, Inspection and Security Office,
in order that a prompt investigation may be carried out.
(2) Survey reports will be completely filled out and all avail-
able information concerning such property will be included
so as to facilitate submission to the Property Survey Board
for action. (See Central Intelligence Agency Regulation
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C OFFIDENTIAL
CENTRAL INTELLIGENCE AGENCY NUFB.ER
I. CIA Property Survey Doard Procedure
(1) Determine the pecuniary liability or relief from account-
ability or responsibility of any individual for loss,
damage, destruction or theft or other disposition of public
property for which CIA is responsible, where the total
monetary value involved is ';'1,000.00 or less.
(2) Designate any qualified individual to act for it in appro-
priate cases in determining relief from accountability or
responsibility for damage to, or shortage of, CIA property
where there is no evidence of fault or neglect on the part
of the individuals concerned, and where the estimated damage
is not in excess of ::100.00.
(3)
(4)
(5)
Direct disposition or destruction of unserviceable, obsolete
or surplus property in the custody of CIA. The Board may
designate any qualified individual to act for it in appro-
priate cases under this authorization.
Recommend action to the Deputy Director (Administration),
who will take final action or recommend action to the
Director, in connection with paragraph 1 I(1), above,
, where the monetary value involved is in excess of '11,000.00.
Require such initial Survey Reports and presentation of
evidence, either in person or in writing, as may be con-
sidered necessary to arrive at appropriate conclusions and
determinations.
(6) Maintain adequate records of its actions.
(7) Responsible individuals will be notified of the Property
Survey Boardls decision and, where pecuniary responsibility
has been established, may appeal in writing to the Director,
through the Property Survey Board, within thirty days after
receipt of information of such liability.
J. Removal of Property From Government Buildings
A properly authenticated "Property Pass," Form No. BM-68, is re-
quired before Government property can be removed from CIA build-
ings. Building Supply Officers, Property Accountable Officers,
and other employees designated by the Chief of Procurement are
authorized to issue property passes. Requests for property passes
should indicate the name of the individual using the pass, distri-
bution and serial number of the item, whether Government or per-
sonally owned, and time of departure. The request should be for-
warded so as to allow ample time for its preparation. The Chief
of Procurement will file with the Captain of the PBA Guard Force,
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CENTRAL INTELLIGENCE AGENCY NUMBER
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through the Inspection and Security Office, a list of all
personnel authorized to issue property passes.
K. Misuse of Government Property
Government property will not be used for any purpose other than
official performance of work for CIA.
L. Accountability for Unclassified Documents and Foreign. Bound Books
and Periodicals
(1) The CIA Library is accountable for all unclassified domestic
and foreign bound books and periodicals obtained by purchase
with the following exceptions:
(a) Desk dictionaries, Government Manuals, Style Manuals,
and such publications listed as expendable items in
the CIA catalog.
(b) Readily available English Language periodicals and
newspapers which are not designated as "Official
Library Copies."
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CENTRAL ILTELLIGENCE AGENCY
(a) Authorization:
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CIA Regulation authorizes Chief or Acting Chief 25X1A
of field station to effect procurement within cer-
tain monetary limitations with petty cash, provided
such purchases are in accordance with procedures of
the Procurement Office.
122 As a general rule, petty cash purchases are to be
made only in the case of an emergency or when it
is not possible to effect the purchase through
normal channels.
(b) Designation:
The Chief or Acting Chief of each field station may
designate in writing a responsible employee to maintain
and account for a petty cash funds only one employee may
be authorized to carry out this fInction; however, change
may be made in designation when deemed necessary. The
designation shall be prepared in duplicate; a signed copy
shall be attached to the first original voucher submitted
under such designation.
(c) Funds:
Petty cash purchases should be financed when possible from
personal funds; however, station may request from Special
Funds, through Chief of Procurement, an advance in the
amount not to exceed 'I,200.00 which will be in effect a
working fund; Reimbursement thereto will be made from
regular vouch red funds. Accounting for the advance, when
made, will be in accordance with procedures of Finance
Division, Office of the Comptroller.
(d) Preparation and Transmittal of Vouchers:
112 Forms:
LI Std. Form 1129 - Voucher for Petty Purchases
(original printed on white paper,
size 8i" X 11".)
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CENTRAL INTELLIGIZTCh AGENCY
NUMBER
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.022 Std. Form 1129a - Same as Form 1129, (memorandum
copy printed on yellow paper).
LI Std. Form 1129b - Voucher for Petty Purchases,
continuation sheet (original
printed on white paper).
(d) Std. Form 1129c - Same as above, memorandum copy
(printed on yellow paper).
The columnar headings of the forms have been so
arranged as to permit their use when foreign currency
is involved, and when so used the value of the purchase
may be shown in U. S. dollars in the aggregate for all
purchases made at the same conversion rate, thus
making unnecessary the showing of the exchange rate
for each purchase.
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(2) Vouchers will be prepared in triplicate, using original
Form 1129, and two copies of Form 1129a. List on reverse,
and continuation sheet if necessary, all expenditures
incurred. Each item listed should be supported by
an original bill or invoice of the dealer when cash
purchases are for *1 or more (and lesser amounts if
receipts are convenient to secure) or other form of
payment evidence. Receipts shall be consecutively
numbered as subvouchers and securely attached at the
specified place in the upper left hand corner of
original voucher form. When the required receipted
bills or invoices (subvouchers) are not attached, a
statement of the circumstances which rendered their
procurement impracticable should be made on the voucher.
(3)
Voucher to be prepared at close of each month, or
oftener if necessary.
(a) The original of the voucher, supported by receipts
where applicable, shall be certified by the said
employee to whom payment is to be made and by
Chief or Acting Chief of the station.
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(e) Restrictions:
As previously indicated, purchases under the petty cash
procedure shall be made in case of an emergency and
when it is not possible or feasible to secure the de-
sired items through normal channels. Even though an
emergency does exist, the following items cannot be
procured under the petty cash procedure unless a waiver is
secured in advance from the mandatory source of supply;
or the emergency is such that the delay involved in
procuring items through normal channels or securing
waiver would be detrimental to the operation of station,
and when such is the case, statement setting forth all
circumstances will accompany the voucher.
(a) Government Printing Office:
Standard forms, bound books, presshoard notebooks,
stenographers notebooks, blank books, ruled cards,
stock tablets, blank paper, blotting paper, card-
board, newsboard, glue and all types of inks.
(b) Blind Made Products:
Corn brooms, chair pads, rubberized fabric mats,
pillowcases, towels, mops and mop handles.
(c) Federal Prison Industries:
Brooms (other than corn), brushes, canvas goods,
castings, wood specialties (such as desk trays),
gloves, wood block type mats, metal specialties
and laundry service.
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(d) Federal Supply Service:
Electric lamps (bulbs), vacuum cleaners and repair
parts, offset duplicating supplies, paper drinking
cups and dispensers, machine tools, small machines
and accessories and parts, some periodicals and
lawbooks, v-belting, floor coverings, purchase and
rental of microphotographic equipment, spark plugs,
heavy duty electric storage batteries, tires and
tubes, tire chains, gas and oil, fuel oil and kerosene,
filing equipment, storage and transfer cases) rasers,
copy holders, indexes, typewriter parts and household
and quarters furniture.
(e) Post Office Dept. (Schedule 5):
Printed and plain envelopes.
There follows a partial listing of items and/or services
which are obtainable under the petty cash procedure:
(a) Payment of rents.] of Post Office Boxes.
(b) Payment in connection with unpacking, uncrating and
local transportation of supplies and equipment received
in field offices.
(c) Changing of combinations and repair of safes.
(d) Screwdrivers, screws, string, wrapping paper, etc.
under $1.00.
(e)
Mimeographing, photostating and duplicating services
in cases cf emergency or where security is involved.
Electric cards, sockets, cash boxes, office signs.
Maps, directories, newspaper, periodicals, special
publications (provided such are not under Federal
Services Schedule 35).
(h) camera repairs and official photo supplies and film.
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(i) Keys and locks.
ui Stenographic services when properly justified.
Rental of safety deposit boxes (when approved
by. Security Division, I & S).
(1) Rental of conference room when properly justified.
(m) Official rubber stamps.
112.1
Repairs to office machines, electrical equipment,
etc. (when a showing is made that the free service
period has expired).
There are no restrictions with respect to materials
which may be purchased with petty cash; however,
purchases should be from local sources in case of
emergency and when it is not possible to secure
desired items through normal channels.
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1. PROPERTY RESPONSIBILITY AND ACCOUNTABILITY UNDER EMERGENCY SITUATIONi
A. Relief from Responsibility and Accountability
Under the procedures of this Regulation relief from responsibility and
accountability may be granted for loss, abandonment, or destruction of
property in the field as the result of military, political, or other
emergency situations.
B. Dropping of Responsibility
Chiefs of Field Stations may drop responsibility for property charged
to their accounts under the following conditions:
(1)
When such property is located in an area in which United States
Military Forces have been authorized to drop accountability.
(2) When an unforeseen emergency situation develops requiring the
immediate abandonment or destruction of station property.
(3)
When instructed to do so by the appropriate Assistant Director
or his designee, (1) in anticipation of an emergency situation,
or (2) for operational purposes.
C. Submission of Recommendations
When it is apparent that a situation may develop requiring the abandon-
ment or destruction of station property, Chiefs of Field Stations
shall submit to the appropriatAssistant Director recommendations
for dropping of property responsibility and for disposition of prop-
erty charged to his account. Such recommendations shall be accompanied
by a completed inventory of such property on Form No. 36-18, "Survey
Report."
D. Departmental Action
Upon receipt of the Station Chief's recommendations, theAssistant
Director shall forward them,along with his own recommendations, to the
Chief of Procurement who is accountable for property abandoned, de-
stroyed or dropped from the records by Chiefs of Field Stations.
E. Unforeseen Emergency Situations
When an emergency situation does not permit the preparation and submis-
sion of recommendations to headquarters nor the preparation of an
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inventory in advance of abandonment or destruction of Agency property,
Station Chiefs shall notify, through the appropriate Assistant Director,
the Chief of Procurement who shall prepare a Form No. 36-18, "Survey
Report", based upon headquarters records. A full report of the air-
cluistrinces shall be submitted by the Station Chief through appropriate
Assistant Director to the Chief of Procurement as soon as conditions per-
mit.
F. Interim He
The relief from formal responsibility under these provisions does not
relieve responsible individuals from exercising due care in the safe- -
guarding of Government property.
G. Re-establishing of Property Responsibility
(1)
When the situation permits the re-establishment of property re-
sponsibility in the area, it is the responsibility of the Station
Chief to take agressive action to ensure, to the extent possible,
that all property formerly on his account is reentered on property
records, and to exercise supervision to prevent the abandonment or
misappropriation of supplies and equipment prior to its being picked
up on the records.
(2) 1.1 equipment returned to supply channels will be listed on a
Px,Jperty Turn-in Slip and forwarded in two copies through channels
o the Chief of Procurement. These shall be the basis for posting
stock control cards. Thereafter, standard supply record procedures
shall be followed.
H. Station Chiefs exercising supervision over installations in more than one
shall apply the policies and procedures of this Regulation in behalf /locality
of such installations. In the event of loss of communication with
such installation, the senior officer at each station shall act
independently in accordance with this Regulation until such time as
communications may be restored.
Deputy Director . Effective:
(Administration)
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aTANDAno ram NO
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S
Office Memorandum ? UNITED STATES GOVERNMENT
TO I Advisor For Management
FROM : Chief of Procurement
SUBJECT: Proposed CIA Regulation
DATE: AUG 1 )951
1. Attached hereto is proposed CIA Regulation
Subject - Transfer of Property Accountability To Other Govern-
ment Agencies
which is forwarded for
coordination and issuance by your office.
2. It is. suggested a representative of 1ScS be included
as one of the coordinating officials prior to publication of
the proposed regulations.
Attachment (1)
ANDREW E. VAN ESSO
? ? ft...qv
"
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25X1A
25X1A
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25X1A
STANDARD ifOribaippiroved For Release 2003/04/17er pt,ITRDP81-00728R000100130013-6
In UP,
Office Memorandum ? UNITED STATES GOVERNMENT
TO Advisor for Management
FROM : Chief of Procurement
SUBJECT: Drafts, CIA Regulations,
DATE: 20 September 1951
and Procurement Procedure. 25X1A
1. The completed drafts of CIA Regulations,
Procurement Policies, and CIA Procurement Procedures, Number
are here submitted, including one carbon copy of
each.
2. It is requested that during the consideration of
subject drafts and in the necessary coordination, the Inspec-
tion and Security Office be included.
ANDREW E. VAN ESSO
,
SE
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25X1A
25X1A
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SECRET
25X1A
CENTRAL INTELLIGENCE AGENCY REGULATION NUMBER] INDEX
13 J1117 1951
PROCUREMENT
Section
1 PROCUREMENT POLICIES AND PROCEDURES
2 PROPERTY AND SUPPLY
3 SUPPLY - OVERT FIELD STATIONS
4 PROPERTY RESPONSIBILITY AND ACCOUNTABILITY
UNDER EMERGENCY SITUATIONS
SECRET
25X1A
Effective: 951
Rescind ? 1 April
(-1951
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STANDARD App roved For Release 2003/04/A4DP81-00728R000100130013-6
FORM NO. U.&
Office Memorandum ? UNITED STATES GOVERNMENT
TO
FROM ?
SUBJECT:
25X1A
25X1A
?
Advisor for Management
Chief of Procurement
Proposed Supply Regulations
DATE: /1 3 1951
Transmitted herewith are the proposed Property and Supply
Regulations, which apply to the various overt operating
activities within CIA. /)
ANDREW E. VAN ESSO
AL
SEC ET
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I I
25,1A
IZI ( Ell AT I()N
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i)i)()(iiiiziimii
( lz
r
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SECRET
CENTRAL INTELLIGENCE AGENCY REGULATION NUMBER
C. Request for Approval in Excess of Limitations
25X1A
Supplies or equipment in excess of authorized limitations, require prior approval of the Chief
of Procurement or his designated representative.
D. Property Accounting
One signed receiving or issue document covering each transaction will be directed to the Chief
of Procurement.
E. Property Losses through Open Hostilities or Political Situations
Property completely lost as a result of open hostilities or political situations with a foreign
government will be dropped from accountability by submission of request by the Headquarters
Division Chief to the Chief of Procurement. Necessary adjustment reports will be prepared
by the Procurement Office and presented to the CIA Property Survey Board for final approval.
Partial losses of such property as a result of conditions specified above will be processed in
accordance with procedural instructions pertaining to survey reports.
F. Shipments of Supplies and Equipment
Shipments, except minor items transmitted by regular mail or pouch, from Washington will be
effected by the Procurement Office. Shipments originating at the field offices will be made by
the field office concerned.
- 2 -
SECRET
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1,1
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SECRET
CENTRAL INTELLIGENCE AGENCY REGULATION
13 July 1951
4, PROPERTY RESPONSIBILITY PD ACCOUNTABILITY UNDER EMERGENCY SITUATIONS
25X1A
A, Relief from Responsibility and Accountability
Under the policies and procedures of this Regulation and Regulation .
No4 1 relief from responsibility and accountability may be granted
for loss, abandonment, or destruction of property in the field as the
result of military, political, or other emergency situations.
B. Dropping of Responsibility
Chiefs of Field Stations may drop responsibility for property charged to
their accounts under the following conditions:
(1)
When such property is located in n area in which United States
Military Forces have been authorized to drop accountability.
(2) When an unforeseen emergency situation develops requiring the
immediate abandonment or destruction of station property.
( 3 )
When instructed to do so by the appropriate Assistant Director or
his designee, (1) in anticipation of an emergency situation, or (2)
for operational purposes.
C. Submission of Recommendations
When it is apparent that a situation may develop requiring the abandonment
or destruction of station property, Chiefs of Field Stations shall submit
to the appropriate Assistant Director recommendations for dropping of
property responsibility and for disposition of property charged to his
account. Such recommendations slim], be accompanied by a completed in-
ventory of such property on Form No. 36-18, "Survey Report."
D. Departmental Action
Upon receipt of the Station Chief's recommendations the Assistant Director
shall forward them along with his own recommendations, to the Chief of
Procurement who is accountable for property abandoned, destroyed or
dropped from the records by Chiefs of Field Stations.
E. Unforeseen Emergency Situations
When an emergency situation does not permit the preparation and submission
of recommendations to headquarters nor the preparation of an inventory in
advance of abandonment or destruction of Agency property, Station Chiefs
shall notify, through the appropriate Assistant Director, the Chief of
Procurement who shall prepare a Form No. 36-18, "Survey Report," based
Ick. upon headquarters records. A full report of the circumstances shall be
submitted by the Station Chief through appropriate Assistant Director to
the Chief of Procurement as soon as conditions permit.
SECRET
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'MURAL INTELLIGENCE AGENCY REGULATION NUMBER
13 July 1951
F. Interim Responsibility
The relief from formal responsibility under these provisions does not
relieve responsible individuals from exercising due care in the safe-
guarding of Government property.
G. Re-establishing of Property Responsibility
(1) When the situation permits the re-establishment of property responsi-
bility in the area it is the responsibility of the Station Chief to
take agressive action to ensure, to the extent possible, that all
property formerly on his account is reentered on property records,
and to exercise supervision to prevent the abandonment or mis-
appropriation of supplies and equipment prior to its being picked
up on the records.
(2)
All equipment returned to supply channels will be listed on a
Property Turn-in Slip and forwarded in two copies through channels
to the Chief of Procurement. These shall be the basis for posting
stock control cards. Thereafter, standard supply eecord procedures
shall b?ollowed.
H. Station Chiefs exercising supervision over installations in more than one
locality shall apply the policies and procedures of this Regulation in
behalf of such installations. In the event of loss of communication witn
such installation, the senior officer at each station shall act independently
in accordance with this Regulation until such time as communications may be
restored.
SECRET
-2-
25X1A
Deputy Director Effective: 13 Ju1y 1951
(Administration)
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s.r.frorr
? I
5 July 1951
MEMORANDUM TO: Deputy Director (Administration)
SUBJECT : Proposed CIA Regulation No.
25X1A
1. The purpose of this Regulation is to provide a means
for relieving field personnel from property responsibility and
accountability under emergency situations.
2. The attached is a revision of the draft submitted for
condurrence and comment on 4 June 1951 and includes minor changes
which were requested to clarify the meaning. The following Offices
have concurred in the revised draft:
OPC Comptroller
OSO Procurement
00 General Counsel
Administrative Services Auditor
3. Recommend approval.
DIM/is
cc: ebb ject
chrono
Advisor for Management
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SECRET
CENTRAL I NTELL IGEN CE AGENCY REGULATION NUMBER
4. PROPERTY RESPONSIBTLTW AND ACCUINTARILITY: UNDER EMERGENCY SITUATIONS
A. Relief from Responsibility and Accountability
Under tie policies and procedures of this Regulation and Regulation
25X1A No. I I relief from responsibility and accountability may be granted
For loss, abandonment, or destruction of property in the field as the
result of military, political, or other emergency situations.
B. Dropping of Responsibility
Chiefs of Field Stations may drop responsibility for property charged to
their accounts under the following condi il(Jin:
(1) When such property is located in an arca u which United States
Military Forces have been authorl7rA to dr.:)p accountability.
(2) When an unforeseen emergency Situaljon develops requiring the
immediate abandonment or destruction of station property.
(3) When authorized to do so by the appropriate Assistant Director or
his designee, (1) in anticipation of an emergency situation, or (2)
for operational purposes.
C. Submission of Recommendations
When it is apparent that a situation may develop requiring the abandonment
or destruction of station property, Chiefs of Field Stations shall submit
to the appropriate Assistant Director recommendations for dropping of
property responsibility and for disposition of property oh arged to his
account. Such recommendations shall be accompanied by a completed in-
ventory of such property on Form No. 36-18, "Survey Report."
D. Departmental Action
Upon receipt of the Station Chief' s recommendations the Assistant Director
shall forward them along with his own recommendations, to the Chief of
Procurement who is accountable for property abandoned, destroyed or
dropped from the records by Chiefs of Field Stations.
E. Unforeseen Emergency Situations
When an emergency situation does not permit the preparation and submission
of recommendations to headquarters nor the preparation of an inventory in
advance of abandonment or destruction of Agency property, Station Chiefs
shall notify, through the appropriate Assistant Director, the Chief of
Procurement who shall prepare a Form No. 36-18, ''Survey Report," based
upon headquarters records. A full report of the circurristances shall be
submitted by the Station Chief through appropriate Assistant Director to
the Chief of Procurement as soon as conditions permit.
SECRET
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25X1A
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SECRET
CENTRAL INTEILIGENCE AGENCY REGULATION NUMBER 1
25X1A
F. Interim Responsibility
The relief from formal responsibility under these provisions does not
relieve responsible individuals from exercising due care in the safe-
guarding of Government property.
G. Re-establishing of Property Responsibility
(1) When the situation permits the re-establishment of property responsi-
bility in an area it is the responsibility of the Station Chief to
take aggressive action to ensure, to the extent possible, that all
property formerly on his account is reentered on property records,
and to exercise supervision to prevent the abandonment or mis-
appropriation of supplies and equipment prior to its having been
picked up on the records.
(2) All equipment returned to supply channels will be listed on a
Property Turn-in Slip and forwarded in two copies through channels
to the Chief of Procurement. These shall be the basis for posting
stock control cards. Thereafter, standard supPly record procedures
shall be followed.
H. Station Chiefs exercising supervision over installations in more than one
locality shall apply the poiicies and procedures of this Regulation in
behalf of such installations. In the event of loss of communication with
such installation, the senior officer at each station shall act independently
in accordance with this Regulation until such time as communications may be
restored.
SECRET
epu y Direct
(AdministrateCn)
S.
'
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25X1A
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SECRET
5 July 1951
MENCRANDUM TO: Deputy Director (Administration)
SUBJECT : Proposed CIA Regulation No.
1. The purpose of this Regulation is to provide a means
for relieving field personnel from property responsibility and
accountability under emergency situations.
25X1A
2.. The attached is a revision of the draft submitted for
conditrrence and comment on 4 June 1951 and includes minor changes
which were requested to clarify the meaning. The following Offices
have concurred in the revised draft:
OPC Comptroller
OSO Procurement
00 General Counsel
Administrative Services Auditor
3. Recommend approval.
61-4/1/ ///c4, /4r
eTT:a ,
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STANDARD FORM NO. 04
:14ALL:tV?,C
offiPmt
e ion: CIA-KDF81-00728R000100130013-6embpawM
? UNITED SULTES GOVERNMENT
TO
: Auditor
FROM : Advisor for Management
SUBJECT: Proposed CIA Regulation No.
DATE: 6 June 1951
25X1A
1. There is attached hereto a revised draft of a proposed CIA
Regulation No. Property Responsibility and Accountability Under 25X1A
Emergency Conditions.
2. It will be appreciated if your concurrence or comments can be
returned to this Office by 14 June 1951.
0a#, g-4,4,11
r
25X1A
I do (not) concur in the revised draft of proposed CIA Regulation No.
dated 6 June 1951.
COMMENTS:
,(See Below)
Signature
25X1A
This office does not have full knowledge of the considerations which
led to the proposed regulation; in the absence of such background it appears
questionable whether the interests of the agency would be adequately pro-
tected if responsibility were dropped prior to actual loss or abandonment
of property merely in anticipation of an emergency situation. If the neces-
sity of the proposed regulation has been fully established in this particular,
the regulation as drafted is concurred in.
14 June 1951
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25X1A
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-ctry
kAIr
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-6*
ICRORRIIDUN TO: Assietant Director for
Assietant Director for
Assistant Director for
Assistant Director for
Assietant Director for
Assistant Director for
Ausietent Director row
Assistant Director for
Chief of Procurement
Comptroller
?ewers" Counsel
Assistant asputyanspection and Security)
Juno 2953.
Spacial Operations
Policy Coordination
Operations
Collection and Dissemination
Beseerch end Reports
liational PAU-gates
Current Intelligence
Deientific Intelligeme
SUBJECT : Proposed CaA Regulation Ms
25X1A No
25X1A
There is attaehed brat o a revised draft of a proposed CIA Pagulation
Property Responeibility ate Accountability Under 7aermaney Conditions.
It vibe appreciated if your concurrence* or COMITItt3 Can be re.
turned to this Orrice by 13 Jtane 1951.
Advisor for Manatomatt
do (4051) coneur in the revised draft or propos?-41 CIAegulatIonb.
June 1951.
COUNTS:
25X1A
dated 25X1A
25X1A
Signature j
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25X1A
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ro^wto
p)r,-
?..?
h. June 1951
=ORAN= TO: Assistant Director for Special Operations
Assistant Director for Policy Coordination
Assistant Director for Operations
Assistarxt Director for Collection and Dissond,nation ---
Assistant Director tor Researoh and Reports
Assistant Director for National Estimates
Assistant Director for Current Intelligence
Assistant Director for Scientific Intelligence
Chief of Procure:tont
ComptroLler
Ceneral Counsel
Assistant Deputy(Inspection and Oecurity)
SUBJECT : Proposed CIA Regulation No.
No.
25X1A
There is ttached hereto a revised draft of a proposed CIA Regulation
Property Responsibility end Accomitehility Under raergency Collations.
2. It Yin be appreciated if your coecurrences or comments can be re-
turned to this Office by 13 June 1951.
Advisor for Management
25X1A
I do (nab) concur in tbe revised draft of proposed CIA Regulation No.
14. June 1951-
COMENTS
dated 25X1A
Signaturs
z-/dPoc_77
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25X1A
25X1A
25X1A
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tob
h *Ago 1951
MICiattetel4 TO: Assistant Director ito Special Operations
Assistant Director tor 1Policy Coordination.
Assistant Director tor Operations
Assisteust Direetor for Collection and, Diescrina,. tion
Assistant Director for Research irroti Reporto
Moistest Director tow listional Mstirat,es
Assistant Director tor Current Intellionoe
Assistant Director for Scientific Intelligence
Chief of Proeurevont
Comptroller
Cenerel Counsel
.assietant
ii Iaikeurity)
SOB= : Emma Regulation
25X1A
3. Thera is attecbed Wrote a revised draft at vmposed **aims
PrePerty Responsibillty sod liCCOantabilitt kloracizre Conditiorm.
2. It will bc appreciated if' your coocurrences or commas am be
turned to this *trice by 13 atre 1951.
Advisor for Monotront
25X1A
do (not) eoiscur in the revised, draft or Prop204CTh.4astiletitan No
4 June L.
CCO1111411S:
25X1A
diAted
This draft regulation appears to deal with overseas accountability,
procedures, eta., therefore 0/NE has no interest and no comment.
A
Adm. Officer, 0/NE
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?
25X1A
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I I
25X1A
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Satz #
4.1ungt 1951
texmlintai 'got Asatatatt Varcitetop. :toe vottorm
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C?4 .:"'"
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' r
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Approved For Release 2003/04/17 : CIA-RDP81-00728R0001
June 1951
MEMORANDUM TO: Assistant Director for Special Opers,tions
Assistant Director for Policy Coerdination4----
Assistant Director for Operations
Assistant Director for Collection and Dissemination
Assietant Director for Research and Reports
Assistant Director for Nations). Estimates
Assistant Director for Current Intolligence
Assistant Director for Scientific Intelligence
Chief of Procurement
Comptroller
General Counsel
Assistant Deputy(Inspection and Security)
SUBJECT : Proposed. CIA Regulation No.
25X1A No.
25X1A
25X1A
There is attached hereto a revised draft of a proposed. CIA Regulation
Property Responsibility and Accountability Under Emergency Conditions.
2. It will be appreciated if your concurronces or comments can be re-
turned to this Office by 13 June 1951.
Advisor for Momsoment
25X1A
I do .0ilig3.concur in the revised draft of proposed CIA Regulation No.
4 Jima 1951,
0016.4L.Au.r",
COMMENTS:
'4; mr...
BOW%
dated
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JUN 251951
25X1A
25X1A
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'
f
25 June 1951
MEMORANDUM FOR: ADVISOR FOR MANAGEMENT
SUBJECT: Proposed Regulation
1. Attached is that portion of proposed addition to CIA
Regulation No. which will provide for property responsibility
and accountability under emergency situations.
2. This Office believes paragraph C is inappropriate since
a station's primary efforts in emergency should be directed to-
ward intelligence objectives and, if current Regulations are fol-
lowed, each station's inventory will be up to date.
3. It is suggested that the subject matter in paragraph F
,
,
be put into one short sentence such as the folbwing: "The relief
from formal responsibility under these provisions does not relieve
responsible individuals from exercising due care in the safeguard-
ing of Government property."
4. Your attention is called to the fact that OSO on 24 August \
1950 forwarded to its field stations which attached a
copy of the Emergency and Evacuation Manual for Foreign Service.
It is suggested that this be reviewed by your Office prior to re-
vision of Regulation in question.
FOR THE ASSISTANT DIRECTOR FOR SPECIAL OPERATIONS:
Chief, Administrat Ire Staff
Attachment:
Draft
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25X1A
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25X1A
25X1A
25X1A
25X1A
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ROUTING AND RECORD SHEET
INSTRUCTIONS: Officer designations should be used in the "TO" column. Under each comment a line should be drawn across sheet
and each comment numbered to correspond with the number in the "TO" column, Each officer should initial (check mark insufficient)
before further routing, This Routing and Record Shoot shoqld be r,?turned to Registry.
FROM:
Advisor for Management
NO.
DATE
2 July 1951
TO
ROOM
NO.
DATE
OFFICER'S
INITIALS
COMMENT:
RM'D
FWD'D
C-LD
1-22
Eye '
si
I
To Attached regulation has been re-
vised and includes changes requested
by various Offices. Revisions are
as follows:
A. - Deleted the word "climatic in
last sentence.
B (3) - Revised for clarification.
B (4) - Deleted, subject included in
B(3) as revised.
F. - Revised for clarification
H. - Revised for clarification
1
2. Advisor for
Management
225
Central
Bldg
A 1
4.
s.
-
1 to 2:
Logistics Division, A & L Staff,
OPC concurs in the draft of the pro-
6.
posed CIA Regulation
_ _ _ _ - _ .
EBW
7.
'
.
a.
9.
10.
'
11.
12.
13.
- '
14.
15.
FORM NO. 51-10
FEB 1950
,/
16-IMM4 thM ?lIINMENT PRINTING MICR
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a4
'MOM, FORM NO. 04
'
Apv
pred For Release 2903/04/17 !ui/144R Pa1-00728R000100130013-6Office Memoran um ? UNITED STATES GOVERNNr
II?
TO
FROM :
SUBJECT:
Deputy Director (Administration)
Advisor for Management
Draft of CIA Regulation Number
DATE: 13 April 1951
Property Accountability in
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25X1A
Combat Areas or Under Emergency Political Situations.
1. Attached is a draft of a proposed CIA Regulation Number
Property Accountability in Combat Areas or Under Emergency
Political Situations.
2. This Regulation establishes Agency policy with regard
to loss, abandonment, or destruction of Government property under
emergency conditions.
3. This Regulation has been coordinated with and has been
concurred in by the following Offices:
Office of Operations
Office of Special Operations
Office of Policy Coordination
Office of Scientific Intelligence
General Counsel
Comptroller
Inspection and Security Office
Procurement Office
4. Recommend approval.
Attachment
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t 6
,
CENTRAL INTELLIGENCE AGENCY REGULATION
NUMBELd 25X1A
16 APRIL
4. PROPERTY ACCOUNTABILITY IN COMBAT AREAS OR UNDER EMERGENCY POLITICAL
SITUATIONS
A. Definition
For the purposes of this regulation "Headquarters action" shall be
construed as advice by the home Office of the Field Station concerned
to the Chief of Procurement who has final responsibility for the
accountability of property abandoned, destroyed or dropped from the
records by responSible officers in the field.
B. Accounting for Property in Combat Areas
(1) Chief of Station
When military forces present within a combat area have been
authorized to drop accountability for property, the Chief of
Station shall request authority and Headquarters shall instruct
that the Chief of Station shall drop respnnsibility for all
property located in the combat area, or issued or shipped to
personnel operating in the vow-combat area. Survey Reports on
all property shall be prepared immediately) forwarded to Head-
quarters, and will be accepted as a credit voucher to Station
supply records. Where circumstances do not permit the Station
to prepare the Survey Report, Headquarters shall upnn being so
Informed by the Station prepare the Survey Report to drop
accountability on behrIlf of the Station.
(2) Parent Stations an:3 Substations
Where Parent Stations are located within the combat area or are
acting in a support capacity from outside the combat area, the
Parent Station shall follow the procedure in Paragraph .B (1),
above, on behalf of its Sub-stations. Under circumstances in
which a sub-Station is severed from direct communication with its
Parent Station, the Chief of the Sub-station will assume all
property responsibility for his Station as is required of the
Chief of the Parent Station in Paragraph B (1),above.
C. Accounting for Property under Emergency Political Situations
(1) Chief of Station
For property located within, or shipped into areas where military
combat conditions do not apply but emergency political situations
may require the abandonment, destruction of property, or dropping
of property accountability the Chief of Station shall submit recom-
mendations for Property disposition and dropping of responsibility
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CENTRAL INTELLIGENCE AGENCY REGULATION
25X1A
NUMBER
16 APRIL 1951
to Headquarters for approval. When Headquarters concurs
in the recommendation to drop property responsibility, the
survey procedure of Paragraph B (1), above, shall apply.
Where time does notpermit orderly disposition because of
an emergency threatening loss of life and Government prop-
erty, such as an invasion or bombing, the Chief of Station
is authaized to take independent action in the best in-
terests of the Government to abandon or destroy property
and records without the prior approval of Headquarters.
Headquarters in such cases shall upon being so informed
by the Station prepare the Survey Report to drop account-
ability on behalf of the Station.
(2) Parent Stations and Sub-stations
Where Parent Stations are located within the critical area or
are acting in a support capacity from outside the critical
area, the Parent Station shall follow the procedure in Para-
graph C (1) , above, on behalf of its Sub-stations. Under
circumstances in which a Sub-station is severed from direct
communication with its Parent Station, the Chief of the Sub-
station will assume all property responsibility for his Station
as is required of the Chief of the Parent Station in Paragraph
C (1), above.
D. Re-establishing of Property Accountability
When 4 the designation of combat areas
aheireo.be removed from an area or the emergency political situation
has cleared, it is the responsibility of the Chief of Station to take
aggessive action to assure that all organization property is re-entered
on the property records. Supply officers must exercise supervision
to prevent the abandonment of supplies ()..f) the misappropriation of
equipment by personnel prior to its being picked up on the records.
All equipment returned to supply channels will be listed on a Property
Turn-in Slip and will be the basis ,for posting to stock control cards.
Two copies of the Property Turn-.in' Slip shall be forwarded to Head-
quarters without delay. Thereafter, standard supply record procedures
will be followed.
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NUMBER
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16 APRIL 1951
E. Interim Responsibility
After accountability has been dropped and prior to loss or destruction of
or damage to the property as a result of the emergency, or prior to
re?establishment of accountability, Chiefs of Stations and Sub?stations
have the responsibility to take such steps as circumstances may permit
to safeguard Government property and to see that its (put to proper).zo.e..carujci
official (use)
Deputy Director Effective: 16 April 1951
(Administration)
tECREI
?3?
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29 December 1950
MEMORANDUM TO: AMO
SUBJECT: Proposed CIA Regulation
1. The general impression gained by reading the
proposed regulation indicates that more concern
is felt for the preparation of survey reports on
property than for the lives and preservation of
operational assets. It is believed that a clear
distinction should be made between actual emer-
gency and impending emergency, in which latter
case more deliberate steps can be taken on the
preparation of survey reports.
2. If there is imminent danger of invasion, bombard-
ment or other hostile actions, it should only be
necessary for a Station Chief to cable this fact '
to HQ., and HQ should automatically co-ordinate
this information with all appropriate support
services for whatever action is appropriate.
Since HQ is in the best position to write the
survey report, this proposed regulation should
spell out that PSD in HQ (and not the Desk Officer
in HQ) should prepare the survey report.
1st. In
TO: Chief, Procurement Division
29 December 1950
I feel that the above reaction is not a wIlid one and the
regulation in consideration is basically well written. However,
to avoid this sort of reaction suggest that we include a prelim-
inary sentence along the following lines: "The purnose of this
regulation is to provide legal moans of relieving field p rsonnel
from property resnonsibility under emergency conditions".
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O
5 January 1951
MEMORANDUM FOR: Deputy Director for Administration /
SUBJECT: Instruction on Property AccountallilIjw
Under Emergency ondibions
1. There is no legal objection to the procedures set forth
in the attached draft. There is one aspect of the problem which
is not specifically covered which the Instruction might well refer
to.
2. After accountability has been dropped and before it is
re-established, if at all, there is still a responsibility on the
appropriate officers to take such care of Government property as
circumstances may permit to prevent unnecessary loss or improper
conversion to personal use. We recommend inclusion of a reference
to this responsibility, possibly as paragraph 5, as follows:
115. Interim Responsibility.
After accountability has been dropped and
prior to loss or destruction of or damage to the
property as a result of the emergency, or prior to
re-establishment of accountability, the chiefs of
stations and sub-stations have the responsibility
to take such steps as circumstances may permit to
safeguard Government property and to see that it
is put to proper official use."
Attachment: Draft Instruction
fq7
4'vo
/44 krt.'
triv
Te.ea
LAURENCE R. HOUSTON
General Counsel
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gpeprr
MEMORANDUM FOR: ADVISOR FOR MANAGENIENT
SUBJECT:
MAR 12 1951
Proposed Administrative Instructions regarding
Property Accountability in Combat Areas or in
Emergency Political Situations.
ADPC concurs in the proposed subject instructions except for
paragraph 2 (a) which is not believed to be necessary since this
information, except for the disposition of the property, is available
at Headquarters. A proposed plan of the disposition of property
should be available at Headquarters for all stations. Paragraph 2 (b)
should only state that Station Chiefs are authorized to dispose of
property and drop accountability as circumstances warrant. They
should also be authorized to change the plan of disposition when
necessary.
STP_TET
Policy Coordination
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STANDARD FORM NO, 04
-
Office Memorandum ? UNITED STATES GOVERNMENT
TO Executive
FROM Chairman, Covert Property Survey Board
SUBJECT: Relief from Property Responsibility
DATE: 15 November 1950
Reference is made to a memorandum dated 15 November 1950 to the Executive
from the Chairman, Covert Property Survey Board, concerning Survey Reports
Nos. 00112, 00113 and 00114 fromi 1 In the submission of the
three Survey Reports requesting approval of the recommendation that the
Responsible Officer be relieved of responsibility for property shipped to the
it was pointed out that there are no CIA regulations
covering relief from responsibility under these circumstances. Responsible
Officers issuing property under similar circumstances may only be relieved by
the recommendation of the Covert Property Survey Board which must act without
benefit of specific Agency regulations governing disposal of property in a
theater of operations or a combat zone.
It is the recommendation of the Covert Property Survey Board that consider-
ation be given to amending General Administrative. Instruction No. 8, dated 27
October 1949, to cover relief from responsibility for property issued to personnel
operating under war or combat circumstances. For consideration there is sub-
mitted a copy of Army Regulations No. 36-6520 with specific reference to para-
graph 31, "Accounting for property in time of war and emergency."
Attachment (1) .
Army hegs. #35-6520
1) 2J.VEE
'1011 SI:, IS LI ,
"
420
SECRET
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ARMY REGULATIONS}
No. 35-0520
*AR 35-65fL.'
1
WAR DEPARTMENT
WASTIIMON 25, D. 0? 20 August 1010
FINANCE DEPARTMENT
PROYERTY ACCOUNTABILITY AND RESPONSIBILITY
Paragraph
Definitions 1
Distinction or terms 2
WII0 may be accountable officers 3
Types of responsibility for public property 4
General provisions concerning public property a
Exercise of command responsibility
Responsibility of company or detachment 'commanders 7
Responsibility of individuals
Special responsibilities
Property accounting, general ? 10
Classification of property for purposes of accounting 11
Real and installed proven; records 12
Stock record accounts, general 13
Establishment of stock record account s 14
Numbering of stock record 'accounts 115
Records of unserviceable property 10
Accounting for unidentified property 17
Record of surplus property 18
Accounting for authorized allowances of equipment 19
Record of property on memorandum receipt 20
Property !waled to units of Reserve Officers' Training Corps and to other schools
and colleges under provisions of the National Defense Act 21
Record of property issued to nonmilitary agencies 22
Property loaned to organizations of war veterans 23
Accounting for property issued to rifle clubs 24
Donations to schools of machinery, mechanical equipment, antilop% no longer needed
by the Army 25
Accounting for Government property furnished to contractors or private firm 26
Record of .property In sales stores 27'
Inventnoeo .1.!: property 228
9
Excepted property accounts
Adjustment of discrepancies disclosed by inventories 30
Accounting for property in time of war or emergency 81 V
ALcounting for supplies at training activities 82
Accountability for property in offices of military attachOS 83
Accounting for .stamps, tickets, and tokens 84
1. Definitions.?The following definitions are pertinent to these regulations
and to all other regulations dealing with property accountings:
a. "Accountability" is the obligation of an individual, officially designated for
the purpose In respect of specified. Government property, to maintain accounting
for the property on a property account or record or a, sales account, subject?to
audit by officially designated property auditors, and Involving responsibility for
the property unless such responsibility has been properly Imp?Sed In accordance
with, these regulations on another Individual to whom the Property has been
officially entrusted. An accountable individual will be referred to in these regu-
lations as an "accountable officer."
b. "Responsibility" Is the obligation Of an individual for the Proper custody,
care, and safekeeping of government property entrusted to his possession or under
his ,superviSion. The terin ',direct responsibility" is used to Indic :Ito the re
-
*This pamphlet eapersedes AR 354520,' 16 l'ehrui.ry 1945, Including C 1, 9 August '1945;
section IX, WD Circular 467, 1944; nod section V. WD, Circular 139, 1946.
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1-2 FINANCE DEPARTMENT
sponsibility of an individual to whom property has been entrusted and who is
specifically Charged with its care and safekeeping, and distinguishes such re-
sponsibility from the "command responsibility" of commanding officers to insure
that the property of their commands is properly safeguarded, administered, and
accounted for. An individual having direct responsibility will be referred to in
these regulations as a "responsible officer." The types of responsibility are
further described in paragraph 4.
c. "Pecuniary liability" is in effect the civil responsibility for making good the
loss or destruction of or damage to public property. The policies governing the
application of pecuniary liability are set forth in AR 35-C640.
d. A "Stock record account" is a basic record showing by item the receipt and
disposal of property and the quantities of property on hand, maintained by an
accountable officer on prescribed forms. All Government property must be car-
ried on a stock record account, unless some other method of accounting is spe-
cifically authorized by regulations or. War Department instructions.
e. A "Sales account" is a record of accountability of a sales officer, prepared
periodically on a money value basis in accordance with the provisions of AR
35-6660.
- I. "Property record" and "property account" are general terms referring to any
record of property, formal or informal; they are inclusive not only of stock record
accounts and sales accounts maintained by accountable officers, but of company
property books, individual clothing and equipment records, memorandum receipt
records, or any other organized files of property rem
g. The terms "property officer" and "supply officer" are used by custom of the
service to indicate any officers responsible for the custody or issue of property.
The terms will not be Used in these regulations to indicate officers who have
accountability for property unless expressly so described, as "accountable prop-
erty officer" or "accountable supply officer."
h.. A- "memorandum- receipt" is a signed document acknowledging acceptance
of.responsibility for items of property listed thereon loaned or issued for use and
to: be returned unless. otherwise properly disposed of, the accountability, remain-
ing with an accountable property officer_ who _continues to maintain record of the
property on his stock record account.
2. Distinction of terms.?a: Accountability involves the basic obligation of
accounting for property, whereas responsibility arises from possession of prop-
erty or from the obligation of command or supervision of others who are in
possession of property. Either or both of these concepts may attach to one
individual.
b. An accountable officer is vested with accountability for specific property,
and maintains records in connection therewith, irrespective of whether the prop-
erty is in. his own possession and responsibility for use or for storage, or in the
possession and responsibility of others to whom it has been officially entrusted
for use or for care and safekeeping. Property accountability is not terminated
until transfer, to another accountable officer has been accomplished, or until Items
of ,property have been dropped from accountability on valid credit vouchers in
accordance with regulations. Specifically, accountability is not terminated by
disposition of property which merely places with another individual responsi-
bility for its custody or safekeeping..
,c. Responsibility devolves upon any individual to whom public property has
been entrusted and who is specifically charged with its care and safekeeping,
whether in use or in storage. This may arise from assignment to the function
2 AGO 443B
I
AR 35-65&1"
PROPERTY ACCOUNTABILITY 2-3
of responsibility by official orders, either written or verbal, by assignment to a
duty in which responsibility for property is inherent, or by acceptance of property
for use acknowledged by signature on memorandum receipt.
d. Accordingly, an individual may have both accountability and responsibility
for property, or he may have accountability alone or responsibility alone. For
example, an accountable officer who has property in his own custody, either in
use or in storage, is both accountable and responsible. Another officer may have
been officially designated to have custody and care of the property or some speci-
fied portion thereof; in respect of such property, the accountable officer does not
have responsibility. An individual who carries property on a stock record account
may under proper circumstances issue it on memorandum receipt; in such case,
he maintains accountability and does not drop the property from his stock record
account, but he does not have responsibility, as the property has been entrusted
to another, who is charged with its care and safekeeping.
e. War Department personnel charged with the maintenance of records of
Government property furnished to War Department contractors or private firms
(see par. 26) are accountable for such property; responsibility therefor rests
with the contractors or private firms concerned, unless in the remote event the
individual charged with accountability has also been charged specifically with
care and safekeeping of the property.
3. Who may be accountable officers.?a. Any commissioned officer, warrant
officer, or flight officer may be accountable for property. In addition, certain
designated civilian employees of the War Department may assume accountability
for public property under the conditions set forth in this paragraph. The terms
"accountable officer" and "accountable officers" whenever appearing in regula-
tions will be understood to include all such individuals. With reference to bond
requirements for accountable officers, see AR 35-220.
b. Civilians may be designated to assume accountability for War Department
property in lieu of officers, warrant or flight officers as contemplated in a above
where military personnel is so reduced in strength locally as to render the
exercise of the function of accountability for public property by an officer
impracticable. Civilians so designated will be required to give bond before
entering on duty ( AR 35-220). Such designations will be made only under the
conditions set forth below:
(1) When directed or approved by the army commander, the Commanding
General, Military District of Washington, the chief of the technical
service, or the Commanding General, Army Air Forces, whichever
has command jurisdiction over the supply activity affected. This
is not to be construed as a general authorization for such appoint-
ments, and requests for utilization of this provision will be kept to
the minimum consistent with actual needs.
(2) As an exception to the general policy set forth. in b above, appointment
of a civilian ship transportation agent as an accountable officer for
public property aboard the vessel to which he is assigned will not
require approval of a higher headquarters.
c. Civilians may further be designated as property or salvage agents by chiefs
of technical services and the Commanding General, Army Air Forces. Civilians
so designated will be required to give bond before entering on duty (AR 35-220).
Designations may be made for the following purposes only:
(1) As property agents to assume and maintain accountability for
Government property furnished to, or acqu;red by, War Depart-
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ment contractors for use under their contracts or returned by such
contractors to the War Department In tae form of termination
inventories.
(2) As salvage agents to carry out duties usually performed by salvage
officers at procurement or manufacturing establishments.
d. For designation of accountable individuals for units of the Reserve Officers'
Training Corps and at schools and colleges under provisions of the National
Defense Act, see paragraph 21a; for nonmilitary agencies, see paragraph 22a.
e. Accountability will not be transferred to enlisted persons, except to such
noncommissioned officers as the chiefs of technical services or the Commanding
General, Army Air Forces, may designate under exceptional circumstances at
ungarrisoned posts or minor installations where accountability cannot be as-
signed under provisions of a, b, c, or d above. Property at such locations will
ordinarily be held on memorandum receipt from another installation where
facilities for accountability are available.
f. In no case will a salvage officer or salvage agent be accountable for other
types of property.
4. Types of responsibility for public property.?a. Command responsibil-
ity.?Commanding officers are required to insure that the property of their
command is properly safeguarded, administered, and accounted for. It is essen-
tial for both supply and tactical purposes that commanding officers be assured
that the required property be on hand, that it be in serviceable condition, that it
be properly cared for and used, and equally important, that there be no accumu-
lation of property beyond authorized levels or allowances. The proper adminis-
tration of supply and supply accounting are functions of command. Commanding
Officers are not exempt from pecuniary liability for loss, damage, or destruction
of Government property pertaining to their commands by virtue of their
positions. They may be adjudged pecuniarily liable where loss, damage, or
destruction of Government property is determined by proper authority to be
attributable to their failure to properly administer supply and supply-accounting
functions
b. ,Direct responsibility?As distinguished from command responsibility, direct
responsibility is attached to individuals to whom public property is entrusted for
care and safekeeping whether such property is in their possession, in use, or
in storage. This may involve?
(1) "Personal responsibility," as in the case of property issued to an
individual for his own use and habitually under his own care, or
? (2) "Supervisory responsibility," as in the case of an individual entrusted
with the care and preservation of property in a depot warehouse,
'or supply office, or of a company or detachment commauder with
respect to the property pertaining to his command.
c. Relation to pecuniary liability.?In the ce.ee of loss damage, or destruction of
public Property through causes other than air wear and tear in the service,
individuals having responsibility therefor may be held pecuniarily liable or may
be excused from liability by appropriate authorities in accordance with the
policies governing pecuniary liability set forth in AR 35-6640.
5. General provisions concerning public property.?a. Property officers and
other individuals to whom public property is entrusted will be responsible for the
care and safekeeping of such property. Accordingly?
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(1) When it is Impracticable for a property officer personally to super-
intend his issues or other transactions, he will choose with great
care the agents to whom he entrusts this duty.
(2) The keys to storerooms or chests will not be entrusted to enlisted
persons or civilians without great vigilance on the part of the
responsible officer and will not be left where access to them can be
had by unauthorized personneL revery reasonable precaution
will be resorted to, including frequent personal inspections and
frequent shifting of padlocks, to prevent loss or damage. The locks
used on storerooms and chests will be the type offering the greatest
- safeguard.
b. An officer will not, when it can be avoided, be assigned to duty that will
separate him from public property for which he is accountable or responsible.
c. A property officer will have credit for any disposition of property made in
obedience to the order of his commanding officer or higher authority. If the
expenditure or other disposition is disallowed, it will not be the responsibility
of the property officer, but responsibility will be as determined by report of sur-
vey, or by proceedings of a board of officers, approved by the next higher admin-
istrative authority.
d. Vouchers for issue or expenditure of property not authorized by regula-
tions will have stated thereon the exceptional reason therefor. and will bear
the written approval of the authority directing the issue or expenditure or have
attached a copy or extract copy of the applicable orders.
e. Public property will not be used for any private purpose except as author-
ized by competent authority. (See par. 22.)
1. The sale, gift, loan, or exchange, or other disposition of any Government
property not specifically authorized by law, regulations, or other directives
issued by competent authority is illegaL
g. For lease of property belonging to the Military Establishment, see AR
650-30.
it. Responsible officers may designate one or more military or civilian assist-
ants as authorized representatives to sign receipts for expendable and nonex-
pendable supplies, and to sign aircraft installation certificates (AR 45-6570).
The delegation of authority will be made by name and other designation, in
writing, by the responsible officer to the accountable supply officer concerned,
and will be accompanied by specimen signatures of the authorized representa-
tives. Officers making delegations under these instructions are fully responsible
for the acts of their representatives in exercising the authority delegated. Desig-
nations of representatives and specimen signatures will be furnished -"io account-
able supply officers.
6. Exercise of command responsibility.?The officer in permanent or tempo-
rary command of a post, camp, station, or other installation, or any separately
constituted organization or activity has command responsibility for the security
of all public property of the command, whether in use or in storage. The com-
manding officer will cause frequent inquiry to be made into the manner of
observance of the proper care, use, and handling of, and the accounting for the
property pertaining to his command. A commanding officer, finding that any
individual in his command accountable or responsible for property is not exer-
cising due diligence in the performance of such duty, will immediately, as in
the case of any failure of duty, take appropriate administrative or disciplinary
action, or both. To give effect to these requirements, a commanding officer will
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assure himself that property officers maintain accurate and up-to-date property
accounting records in the prescribed manner; will cause all storehouses to be
properly guarded; will require that only reliable agents are employed; and that
only trustworthy personnel are assigned for duty in connection with the storage
and issue of property. He will see that accurate, detailed, and complete inven-
tories of all property are taken at the required periodic intervals and at such
other times as may be directed by competent authority, or as he may deem
necessary in the interest of the Government. He will satisfy himself that any
excess or any other property found which is not accounted for is taken up on
stock record accounts. He will require the establishment of such procedures
as are necessary to insure that appropriate property clearance is obtained by
each individual transferring from the command.
7. Responsibility of company or detachment commanders.?a. A company
or detachment commander is responsible for all public property pertaining to his
command, whether he receipts for it or not, and will not transfer his responsi-
bility therefor to a successor during short periods of absence unless so ordered
by competent authority. When by order, leave of absence, or any other cause
such absence exceeds 1 month, the commanding officer will designate a succes-
sor to receipt and assume responsibility for such property. For pecuniary
liability of company or detachment commanders see AR 35-6640.
b. A company or detachment commander has the following responsibilities in
connection with property. He will?
(1) Have In his possession in serviceable condition all articles of author-
ized allowances of equipment prescribed for his unit, or have satis-
factory c:.planation for the absence of such articles as are missing.
He may take hand receints for property issued to his subordinates.
(2) Determine by frequent inspections that all prescribed items of author-
ized allowances of equipment and/or individual clothing and equip-
ment of the officers S and enlisted persons of his unit are complete
and serviceable.
(3) Insure that all officers and enlisted persons under his control are
properly instructed in the care and maintenance of public property,
and rigidly enforce such instructions.
(4) Maintain a company property book which will reflect at all times
the status of all articles of authorized allowances of equipment
for his unit, and maintain individual clothing and equipment records
in accordance with AR 615-40. In connection with these matters,
see paragraph 19.
(5) .,Obtain acceptable property vouchers to cover the loss, damage, or de-
struction of property for which he is responsible, and process such
vouchers in accordance with regulations.
Make appropriate entries in his company property book and on
the records of individual enlisted persons, to cover property trans-
ferred with such enlisted persons on change of organization or
station, together with authority for such transfer.
. (7) Upon transfer of property to a successor, take a joint inventory of
property with his successor and adjust such differences as may
be discovered_ The successor will acknowledge responsibility by
accomplishing the prescribed certificate in the company property
book.
(6)
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PROPERTY ACCOUNTABILITY 7-8
(8) Designate one or more authorized representatives, if desired, to _
receipt for property in his name.
(9) Supervise the packing and crating of his unit's equipment prior to
shipment, in order to insure that no station property will be shipped
from a station without prior authority of the War Department.
(10) Assume responsibility for all public property under his control,
whether he receipts for it or not.
(11) Turn in to the appropriate station supply offieer all property, in-
cluding authorized allowances of equipment, either serviceable or
unserviceable, which has for any reason been rendered excess.
c. The property responsibility of a company or detachment commander can-
not be delegated to enlisted personnel. It is his duty to attend personally to its
security and to superintend transactions himself, or to cause them to be super-
intended by a commissioned officer.
8. Responsibility of individuals.?a. Officers will be responsible for the
property issued to them on memorandum receipt for their own use or for the
use of those under their control. Individual enlisted persons will be held re-
sponsible for the proper care, preservation, and use of equipment and other
property issued to them for their personal use.
Where administratively desirable, enlisted persons or civilian employees
who are assigned to duties requiring them to work as individuals without im-
mediate supervision may have tools and equipment necessary for the performance
of their official duties issued to them on memorandum receipt. This provision
will not be utilized as authority to impose responsibility on such individuals for
any items other than those required for their personal use.
c. Where civilian employees work under group conditions, as in warehouses
and shops, officers will not avoid responsibility by issuing tools or equipment to
individual employees on memorandum receipts. Individual hand receipts may
be secured informally, but the officer in charge of the activity remains directly
responsible for the property.
d. Where the strength of military personnel within any fixed installation, as
distinguished from an organization or unit, is so diminished as to render the
appointment of military responsible officers impracticable, qualified civilian
employees may be designated as responsible property officers. Such appoint-
ments at class I and II installations will be subject to approval of the appropriate
army commander having territorial jurisdiction. At class III installations, such
appointments will require approval by the commanding general of the Army Air
Forces command having property audit responsibility. In oversea areas, such
appointments will require approval by the appropriate theater or other similar
commander. Approval by the proper headquarters will be conditioned upon
satisfactory-justification in the light of the circumstances in the particular case.
Local designations of civilian responsibile property officers will conform to the
provisions of paragraph 51i. The officer in charge of the activity is charged with
supervisory responsibility for property held on memorandum receipt by a civilian
responsible officer under this authority. Civilian employees designated to as-
sume responsibility for property will be required to give bond to the United &ates
in accordance with the provisions of AR 35-220.
e. When an officer or other individual is relieved from a duty in respect of
which he holds property on memorandum receipt, he will without delay turn
in the property or transfer it to an authorized successor, and effect settlement
of his responsibility. When an officer or other individual is detached from duty
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at a post, camp, or station for duty in the field, for permanent change of station,
or for separation from the service by resignation or discharge, he will similarly
effect a settlement before leaving the station. It will be the duty of the com-
manding officer to see that the settlement is effected before the departure of the
officer or other individual, or if the commanding officer deems this impractical,
he will designate a disinterested officer to effect such settlement. If a board of
officers for property adjustment has been appointed, such board will be designated
for this purpose. Any property not transferred to a successor will be taken
possession of by the appropriate supply officer, who will issue a credit for such
property and furnish a copy thereof to the individual concerned. If a shortage is
found to exist or if damage not the result of fair wear and tear in the service
Is discovered, the supply officer will advise the person concerned .vith a view of
obtaining an adjustment before taking steps to effect collection of the value of
the articles short or damaged, as prescribed in paragraph 20d.
1. The fact that an individual has not given a memorandum receipt for any
public property in his possession does not relieve him from responsibility there-
for, nor from making the prescribed settlement upon separation from the service
or at other times as may be directed by competent authority.
g. When an officer or other individual who holds public property on memo-
randum receipt has been absent from his proper station without authority for
a period of 10 days, or sooner if the circumstances in a particular case dictate
such action, the commanding officer will cause the appropriate property officer
to take charge of such property, and will designate a disinterested officer to
effect settlement, in the manner contemplated in e above.
it. In accordance with the provisions of AR 35-6640, an individual will be
charged for any loss or destruction of, or damage to, public property for which
he has personal responsibility unless he satisfactorily explains the loss, de-
struction, or damage as occurring without his fault and is relieved from
pecuniary liability in accordance with regulations.
9. Special responsibilities.?a? Officers will be designated by the commanding
officers of posts, camps, and stations to sign memorandum receipts for and be
responsible for property issued for the general current use of the post, camp,
Or station and not issued to organization or individuals. Officers may similarly
be' designated to assume responsibility for installed property as described in
paragraphs 11b and 12b.
b. Where there is only one officer present at a post, camp, or station, he will
be responsible for all public property thereat.
o. At posts, camps, and stations where no officer is present, a senior non-
commissioned officer will be designated to be responsible for the property on
hand. ?
d. If It becomes hecessary to remove all officers and noncommissioned officers
from 'charge of public property, the commanding officer will take suitable meas-
ures prior to such removal, to secure the property and report the circumstances
to the proper authority.
e. A surplus property officer will be appointed at ePch post, camp, or station
to account for surplus property at that installation. The appointment of sur-
plus property officers at depots, arsenals, and comparable installations is optional.
Further, at general depots where such appointments are made, a separate sur-
plus property officer may be appointed to account for the surplus property per-
taining to eachtechnical service activity. (See par. 18.)
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10-n.
10. Property accounting, general.?a. All property acquired by the Army by
purchase, transfer, or any other means, and whether paid for or not, must
be accounted for on an appropriate property account, or otherwise as prescribed
in c below.
b. All public property unaccounted for when discovered by an accountable
officer will be taken up and accounted for by him. When discovered by officers
not accountable for that class of property, or by enlisted persons or civilian
employees, it will be reported by them as soon as practicable to the appropriate
officer in accordance with TM 38-403 or TM 38-110. It shall also be the duty
of the officer or other individual reporting the existence of public property as
indicated above to take charge of and protect such property until this responsi-
bility has been assumed by the proper authority. In the absence of an ac-
countable officer, the senior officer, enlisted person, or civilian employee present
will take charge of and protect such property, and report it through appropriate
command channels with a view to proper disposition.
c. Under exceptional circumstances, the War Department may authorize chiefs
of technical services or the Commanding General, Army Air Forces, to exempt
from usual property accounting requirements designated items of supplies in
designated units, agencies, or organizations. With the approval of the War
Department, the chiefs of technical services or the Commanding General, Army
Air Forces, will thereupon issue instructions which are consistent with the
keeping of an adequate record of such designated items of supplies.
d. While the provisions of Ainly Regulations are intended to govern all
questions of accountability and responsibility for public property under the
jurisdiction of the War Department, the exigencies of special situations may
require accounting procedures other than those contemplated by regulations.
Any accounting procedures proposed to meet such situations will be submitted
through the Chief of Finance, for recommendation to and approval by the
Secretary of War.
e. Where accountability for property is maintained at a central installation
with the property physically stored at other installations, such property will he
physically segregated and will not be included in the property records maintained
at the storage location.
f. For accounting by units or organizations for authorized allowances of
equipment, see paragraph 19.
11. Classification of property for purposes of accounting.?Property of the
Military Establishment, for purposes of accountability, is basically classified
as follows:
a. Real property consists of lands and interests therein, leaseholds, buildings,
and improvements and appurtenances thereto. It includes piers, docks, ware-
houses, rights-of-way and easements, whether temporary or permanent, under-
ground conduits and associated manholes, utilities systems and parts thereof,
and all other improvements permanently attached and ordinarily considered
real estate. It does not include machinery, equipment, fixed signal communica-
tion systems, etc., which may be severed or removed from buildings without
destroying the usefulness of the structures. Real property is carried on real
property records as prescribed in paragraph 12a.
b. Installed property consists of moveable things, such as equipment, appa-
ratus, appliances, fixtures, and machinery, witch have been fixed in place in or
attached to real property, but which may be severed or removed from buildings
without destroying the usefulness of the structures. For accounting for this
class of property, see paragraph 1.2b.
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c. Supplies consist of all raw materials, commodities, manufactured articles,
means of transportation, unit assemblages, and units of equipment procured,
stored, or issued for the Army which have not become real property and which
have not been installed (a and b above). Supplies are further classified as
follows:
(1) Expendable supplies, which are broadly defined as articles which are
consumed or lose their separate identity in use. Expendable sup-
plies also include articles such as spare and repair parts which are
used to repair or complete other articles and thereby lose their
identity, and materials used in manufacturing and for testing and
experimental purposes. Accounting for expendable supplies prior
to time of issue to a using agency will be identical with accounting
for nonexpendable supplies. Specific regulations in connection with
expendable property are contained in AR 35-6620.
(2) Nonexpendable supplies, which are defined as articles not consumed
in use and which orignally retain their original identity during the
period of use, such as weapor.s, vehicles, machines, tools, and
instruments.
12. Real and installed property records.?a. Real property as defined in
paragraph 11,t will be accounted for on "Real Property Records," on such record
forms and in such manner as may be prescribed by the Chief of Engineers, with
the approval of the War Department.
b. Installed property as defined in paragraph 11b, when in current service,
may be transferred from regular stock record cards to an Installed Property
Record Card (WD AGO Form 661). Chiefs of tcythnical services and the
Commanding General, Army Air Forces, will in their discretion publish lists of
items which may be designated "installed property" and accol'ated for in accord-
ance, with this procedure. Any property removed from its installed status will
be retransferred from the installed property record to the appropriate stock
record account. In lieu of accounting for installed property in this manner,
chiefs of technical services and the Commanding General, Army Air Forces, may
in their discretion direct that installed property within their supply responsi-
bility be charged on memorandum receipt to the using activity and not dropped
from the stock record account
c. Installed Property Record Card (WD AGO Form 661) will be used to
account for installed property unless specific War Department authority is
granted to use specialized forms appropriate to the needs of a particular supply
service.
13. Stock record accounts, generaL?a. Whenever property is stored for
issue to the Army, there will be maintained a stock record account, consisting
of a voucher register, vouchers covering receipt or disposition of property, and
stock record cards, on which will be recorded a uniform, complete, and accurate
showing of quantities on hand, received, and issued. There will be maintained
in connection with the stock record account any information relative to stock
control required under instructions issued from time to time by the War Depart-
ment. The forms comprising a stock record account will be as prescribed in
War Department technical manuals or other War Department directives. The
prescribed forms will be used in all cases unless exceptions in specific cases are
authorized by the War Department.
b. Property issued on memorandum receipt is not dropped from accounta-
bility. _ It will not be dropped from stock record cards but will be recorded
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PROPERTY ACCOUNTABILITY 13-14
thereon in an appropriate column, separately from the column showing quanti-
ties available for issue (see par. 20).
c. The requirements for accounting for subsistence stores are set forth in AR
35-6660 and TM 10-215.
14. Establishment of stock record accounts.?a. Except as otherwise pro-
vided herein, there will be but one stock record account maintained at each post,
camp, or station for the supplies stored or issued by any particular technical
service or the Army Air Forces. The commanding officer appointing an account-
able officer for a newly activated property account will forward a copy of the
pertinent orders or otherwise notify the appropriate army commander having
territorial jurisdiction or the commanding general of the Army Ar Forces
command having audit responsibility for the account. The notification will
Include name and grade of the accountable officer and station at which the
account is located.
b. Stock record accounts at posts, camps, and stations may be consolidated
under one accountable property officer where, in the interests of economy of
operation, such consolidation is deemed advisable. When accounts are so
consolidated, separate files of stock record cards, vouchers, and other records
will be maintained for the property pertaining to each technical service.
c. The commanding officers of organizations at posts, camps, or stations,. such
as quartermaster sales companies, quartermaster refrigeration companies, and
other organizations which are required to function independently as supply or
maintenance activities, may be authorized by the commanding general of the
major command concerned to maintain separate stock record or sales accounts.
Repairs and utilities property accounts of post engineers will be maintained
separately.
d. At depots, arsenals, and similar supply installations, property stored for
use within the installation, as well as repairs and utilities property stored
thereat, will be accounted for on separate stock record accounts, in order that
the regular stock record cards may show at all times the quantities available
for general issue. At general depots where two or more technical services main-
tain stocks for issue purposes and at ports of embarkation where filler stocks
are maintained for oversea distribution, such property will be accounted for on
separate stock record accounts for each technical service.
e. When a general or Army Air Forces depot or a technical service depot is
physically located within the limits of another installation, such depot will
maintain a separate stock record account for the supplies therein, except that
in the case of Army Air Forces depots located within the limits of class III
instal!ations, the Commanding General, Army Air Forces, may prescribe that one
accountability be maintained. In the latter case, separate files of stock record
cards will be maintained for all property stored for issue purposes.
f. Commanding officers of class II installations are authorized to permit the
establishment of separate accountabilities at subdepots, subposts, and similar
installations when deemed advisable. In such case the appropriate army com-
manders will be notified as prescribed in a above.
g. Ports of embarkation are not required to maintain stock record accounts
covering shipments for immediate transmission to oversea destinations.
h. Accountability for property pertaining to approved harbor defense nroj:?cts
will be maintained in accordance with the provisions of AR 90-40. Within the
continental limits of the United States (excluding Alaska), where necessary for
stock control purposes, such property may be physically segregated from tech-
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nical services property and separate records thereof maintained under procedures
mutually agreed upon by the commanding generals of harbor defense commands
and army commanders concerned.
i. Separate stock record accounts, separate files of stock record cards, or
separate account codings under the regular stock record account, will be main-
tained for supplies procured or stored for use other than for regular supply
of the Army (for example, property procured for flood relief, Reserve Officers'
Training Corps, vocational training, etc.).
? 15. Numbering of stock record accounts.?a. Army commanders, the Com-
manding General of the Military District of Washington, and commanders of
any similar oversea commands will assign serial numbers to each stock record
account (and to all property accounts, whether stock record or otherwise, estab-
lished for the purpose of accounting for Government-furnished equipment fur-
nished to contractors for use under their respective contracts) and to unserv-
iceable property records maintained in accordance with paragraph 16b, at all
class I and II installations. The Commanding General, Army Air Forces, will
cause similar action to be taken in respect of stock record accounts at class III
installations.
b. When a new account is established, or if for any reason a serial number
has not been assigned to an existing stock record account, the accountaable officer
will request the assignment of an appropriate serial number. Direct corre-
spondence between finance officers of armies or finance officers of mapor Army Air
Forces commands and accountable supply officers concerning the assignment of
serial numbers is authorized.
c. Numbers assigned to stock record accounts will consist of a numerical or
initial prefix identifying the command, followed by a serial number. At stations
where ,a combined stock record account is maintained under one accountable
officer, one serial number will be assigned for the combined account, and the
various sections of the account will be identified by appropriate letter suffixes
indicating the technical service to which the property included in the section
pertains. The Commanding General, Army. Air Forces, may determine such
special system of numbering as may be appropriate at class III installations.
In cases where accountability is maintained at subordinate or satellite stations,
care will be taken that account numbers assigned to such stations do not duplicate
numbers assigned to parent stations.
d. Serial numbers pertain to the stock record account and not to the officer
who maintains the account. Serial numbers are not required to be assigned
to property accounts other than formal stock record accounts, except as provided
In a above. -
e. Supply officers will include the serial numbers of their respective stock
record accounts in their signatures on all requisitions submitted by them.
Shipments based on requisitions bearing stock record account serial numbers will
constitute transfers of accountability. Requisitions which do not bear such
serial numbers will be processed in the usual manner, the depot obtaining the
serial number by the most expeditious means and inserting it on the requisitions.
The term requisition as used in this subparagraph will include any request for
shipment of property. Tit?. instructions in this subparagraph do not apply to
requisitions for property falling in the following categories:
(1) Shipments of table of organization and equipment property by sta-
tion supply officers to tactical organizations within authorized
allowances or for which competent authority has been cited.
12
AGO 44313
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PROPERTY ACCOUNTABILITY
AR 35-65,o
15-17
(2) Transfers to executive agencies.
(3) Issue of subsistence.
(4) Expendable supplies for immediate consumption.
(5) Supplies for model stock and satellite stations where transfer of
accountability is not involved.
(6) Shipments from one depot to another, or shipments on requisitions
from a central stock control point to a depot.
(7) Supplies for loan to nonmilitary agencies, concerning which specific
accounting instructions are issued by the War Department.
(8) Oversea shipments.
f. Headquarters responsible for the assignment of serial number will take
necessary measures to furnish current information concerning assignment of
serial numbers within their jurisdiction to all depots and other installations
normally concerned with the supply of the stations whose accounts are involved.
16. Records of unserviceable property.?a. The term "unserviceable prop-
erty" as used in this paragraph refers to property not in condition for imme-
diate issue or use, and is to be distinguished from property which has been
determined to be nonrepairable and directed to be turned in to a salvage officer
for salvage or reclamation. (For accounting for salvage property, see TM
33-505.) The basis for final determination of unserviceability will be action by
a classification officer or a qualified technical inspector.
b. Records of unserviceable property may be maintained by accountable supply
officers or by other officers designated by the commanding officer of the instal-
lation at which the property is located. Records of unserviceable property.
irrespective of the officer designated to maintain them, will be kept on stock
record accounts; however where unserviceable property records are maintained
on the regular stock record account, such records will be segregated on the
stock record cards by columns and amounts separate from columns and amounts
covering serviceable property, or separate account codings will be used. Un-
serviceable property records will be audited in accordance with the special audit
procedure outlined in TM 14-1010.
c. When property carried on the regular stock record account is determined
to be unserviceable, it will be transferred to the unserviceable account code or
unserviceable columns of the regular stock record account. Unserviceable prop-
erty, not on the records of an accountable officer, when turned in or. discovered,
will be picked up directly on the unserviceable property record or in the unserv-
iceable section of the stock record account.
d. Property will be dropped from unserviceable property records only when
it?
(1) Has been determined to be serviceable or has been made serviceable,
and is returned to station stock, or shipped to a depot or other
installat i ton.
Is determined to be irreparable and is sent to salvage, the turn-in
to salvage being evidenced by a proper receipt
(3) Is forwarded to a repair or reclamation shop at another installa-
tion. In such cases, the property will be taken up on unserviceable
property records of the receiving installations.
e. The procedure for handling unserviceable property and processing such
property through repair shops is prescribed in TM 38-403 and TM 38-410.
17. Accounting for unidentified property.?Unidentified property received
at any War Department installation will-be accounted for by means of a single
(2)
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file of cross-referenced receipt and shipment documents until such time as the
process of classification is complete and accountability for individual items has
been assumed in the proper stock record accounts.
18. Record of surplus property.?a: When supplies have been determined by
competent authority to be surplus to the War Department and are not directed
by such authority to be dealt with as salvage, they will be transferred to the
station surplus property officer, who will account therefor until they are trans-
ferred to a disposal agency, other Government agency, or transferred back to
the regular stock record account. Transfers of surplus property to a surplus
property officer may be accomplished either from a regular station stock record
account or from stocks? stored at the station under depot accountability.
b. Station commanders will appoint surplus property officers in accordance
with paragraph 9e. The station surplus property officer will be accountable
and responsible for surplus military property of all technical services, including
surplus repairs and utilities supplies, from the time that such stocks are de-
termined surplus until such time as actual disposal is accomplished. Special
responsibilities of surplus property officers and procedural directives with
respect to their accounts? will be announced by the War Department in technical
manuals and War Department circulars.
c. Depot commanders or technical service supply officers at general depots will
appoint surplus property officers in accordance with paragraph 9e. Surplus
property will be accounted for in the appropriate stock record account, I. e.,
repairs and utilities property stock record account, depot property stock record
account, or in the regular stock record account. In every case, the surplus prop-
erty will be segregated by special coding or by columns or amounts separate from
property which has not been determined to be surplus.
19. Accounting for authorized allowances of equipment. ?Records of au-
thorized allowances of equipment prescribed in the applicable tables of basic
allowances, tables of organization and equipment, and special tables of equipment,
will, when such articles are issued to units and organizations, be maintained in
accordance with the following instructions:
? a. Regimental, separate battalion, and similar supply officers will maintain files
of all papers pertaining to property transactions with units of the organization.
Such files will be maintained in an orderly manner so as to be available for
examination or inspection at any time. A separate file will be maintained for
each unit which will include all documents Involving property transactions with
the particular unit. For disposition of these records, see AR 35-6700.
b. A company property book will be maintained by the commanding officer of
each company or similar unit which will reflect at all times?
(1) Authorized allowances of each item of equipment prescribed for the
unit, except items of individual clothing and individual equipment.
(Items of individual clothing and individual equipment will be
entered on the appropriate individual clothing and equipment rec-
ords (WD AGO Form 32 for enlisted men and WD AGO Form 739
for enlisted women).) For records of individual clothing and equip-
ment, see AR 615-10. Subparagraphs (2), (3), and (4) below are
not applicable to individual clothing and individual equipment.
(2) Quantities actually on hand and in serviceable condition.
(3) Shortages for which a requisition has been submitted.
(4) Quantities on hand in excess of authorized allowances, with the au-
thority therefor.
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AR 3565i...,
19-20
Commanding officers of companies or similar units will maintain a file in support
of entries in the company property book in the manner prescribed in a above.
c Unit assemblies, kits, chests, etc., will be carried in company property books
as single items. If contents are complete, they need not be listed in detail pro-
vided the identifying stock number of the unit is shown. If contents are not
complete, the record should show the unit, less the individual items which are
missing.
d. WD AGO Form 14-110 (Company (Unit) Property Record), WD & NP Form
115 (Invoice), or any similar form may be used in maintaining company property
books, provided the form furnishes the information prescribed in b above.
e. Technical libraries of divisions or higher echelon staff units will be ac-
counted for in the company property book of the headquarters company in which
is recorded the other organization property of the staff unit concerned.
20. Record of property on memorandum receipt. ?a. A complete record of
property issued on memorandum receipt will be maintained by every officer ac-
countable for property. Transactions will be recorded on regular stock record
cards, separate columns being utilized to record the balances of property avail-
able for issue and totals issued on memorandum receipt. The sum of the two
balances will represent the accountability for serviceable property. For de-
tail of procedures in accounting for memorandum receipt property at posts,
camps, and stations, see TM 88-103 or TM 38 no_ At depots, arsenals and
like installations, a procedure similar to that outlined in TM 38-103 and TM
38-410 will be utilized to record memorandum receipt trensactions in respect of
property in use within the installations.
b. In the interest of accuracy as to the property for which organizations or
activities are currently responsible, a consolidated memorandum receipt will be
prepared at the time of the annual inventory prescribed by paragraph 29. Where
memorandum receipt transactions with an orpni7ntion or activity are numerous,
consolidated memorandum receipts may be prepared at such more frequent inter-
vals as may be considered administratively advisable. The consolidated memo-
randum receipt will supersede all debit and credit transactions of prior date, and
overages or shortages will be adjusted at the time of such consolidation (see TM
38-403 or TM 38-110).
c. The giving or acceptance of a memorandum receipt to cover articles which
are short, or appear to be short, in the proper accountability or responsibility
of an officer or other individual is prohibited; however, this does not preclude the
issuance of a credit memorandum receipt to cover articles which an officer or other
individual has included in a report of survey, pending approval of the sur-
vey, provided that such report of survey is processed by the accountable officer
(see TM 14-904). In such case it is obligatory that the credit memorandum re-
ceipt not be released unless all copies thereof bear cross-reference notation of
the date and amount of the report of survey upon which based, and that all copies
of the report of survey bear cross-reference notation of the date and voucher
number of the credit memorandum receipt. This provision is mandatory and has
as its objective the avoidance of duplicate credit at a future date.
d. An officer or other individual who has been issued property on memorandum
receipt for his own use or for use of the organization under his command or
activity under his control will either return the property or render an accounting
therefor when called upon by proper authority. If an adjustment cannot prop-
erly be effected otherwise, a report of survey will be initiated by the responsible
officer. In the event of failure by the responsible officer to take action as re-
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quired above, the accountable property officer will initiate a report of survey or
report the matter to his commanding officer for reference to the board of officers
for property adjustment for investigation and survey action.
e. Articles of equipment listed in tables of equipment or tables of basic allow-
ances authorized to be issued to officers for their personal use will, when issued
to officers on duty with civilian components of the Army, be held by them on
memorandum receipt, and will be accounted for on such property account or
accounts as the appropriate army commander may designate. When authorized
articles of equipment listed in tables of equipment or tables of basic allowances
(other than articles of individual clothing) are issued to enlisted persons on duty
with civilian components of the Army, the officer who has custody of the individual
clothing and equipment records (WD AGO Forms 32 or 732) of the enlisted
persons will be responsible for such equipment, and the articles will be accounted
for on such property account or accounts as the appropriate army commander
may designate.
f. Books, instruments, apparatus, and technical articles issued to an officer
detailed under the provisions of section 127a, National Defense Act, to pursue
a course of study at a technical, professional, or other educational institution,
will be carried on the property account or accounts designated by the chief of
the technical service concerned, or by? the Commanding General, Army Air
Forces, as the case may be, and will be issued to the student officer on memoran-
dum receipt.
21. Property issued to units of Reserve Officers' Training Corps and to
other schools and colleges under provisions of the National Defense Act.?a.
A record of all property issued to educational institutions named under the pro-
visions of sections 47 and 55c, National Defense Act, as amended by section 35,
act 4 June 1920 (41 Stat. 780), will be kept on a stock record account (WD
AGO Form 421 (Stock Record Card) or WD AGO Form 10-112 (Property
Record) (old "VirD QM Form 424) ) by the official of the institution duly desig-
nated, to receipt and to account for such property. Record Of issue and dis-
position of uniforms at institutions will be kept on WD AGO Form 32, or a
similar form. Expendable supplies will be taken up and accounted for on the
stock record account at the institution until issued and will then be dropped
from the accountable records as follows:
-(1) Expendable supplies other than those stored and issued by the Army
Air Forces will be dropped from the stock record account when
issued.
(2) Expendable supplies stored and issued by the Army Air Forces will
be carried on the stock record account until issued for immediate
, consumption, at which time they will be dropped from the stock
record account.
b. Government property lost, destroyed, or damaged:
(1) At institutions maintaining units of the Reserve Officers' Training
Corps (see AR 145-20).
(2) At other schools and colleges (see AR 350-3300).
c. Property worn out or damaged by fair wear and tear in prescribed service
will be replaced at the expense of the United States. Such property may be
dropped from the institution's accountability records on an approved survey
report authorizing such action. In the event the survey report designates the
unserviceable property to be shipped to a depot or arsenal, the retained copy
16
AGO 443B
PROPERTY ACCOUNTABILITY
AR 35-65L,..
21-28
of the shipping document supported by a copy of report of survey will consti-
tute the credit voucher.
d. Property lost, destroyed, or damaged by fire, flood, theft, tornado, or other
similar comes, without fault or neglect on the part of the institution, its ser-
vants or employees, or any member of its Reserve Officers' Training Corps, will
be replaced at the expense of the United States. To determine whether the insti-
tution may be relieved of responsibility for such loss, destruction, or damage, a
survey will be had as prescribed in AR 35-6140, and the surveying officer will
be appointed by the appropriate army commander.
e. The professor of military science and tactics will report to the authorities
of the institution in writing any facts, circumstances, or conditions which he
believes to be prejudicial to the proper protection of Government property
against loss through fire, flood, theft, tornado, or other similar causes, and in
the event proper attention is not paid to such communication, report thereof
will be made to the proper army commander. Access to all such reports will be
afforded to surveying officers appointed under provisions of d above.
f. Except as provided in c, d, and e above, all losses of or damages to Govern-
ment property for which an institution is accountable will be replaced by the
institution, or reimbursement made to the United States for the value of the
property lost or damaged.
22. Record of property issued to nonmilitary agencies.?a. No War Depart-
ment property will be loaned to ocher agencies of the Government except upon
approval of the War Department. Requests received from such agencies will be
forwarded through channels to the War Department, together with the recom-
mendation of the forwarding headquarters.
b. Unless otherwise specifically stated, loan authorizations hereafter issued
by the War Department will be subject `43 and limited by the following restric-
tions: Property loaned to other Governmant agencies will be delivered at the
War Department facility where such property may be available. The property
will remain on accountability records of the War Department. Promptly after
having served its purpose to the borrowing agency or upon call from the War
Department, the borrowed property will be returned to the facility designated
by the War Department Loans of property will be limited normally to a period
of 90 days. The cost of shipment incident to such loans will be borne by the
borrowing department or agency concerned. Upon return of property to the War
Department, the cost of replacement and repair incident to such loans will be
covered by transfer of funds from the borrowing department or agency concerned
to the credit of War Department funds only in those cases where the assumption
of such costs under the appropriations of the borrowing establishment is author-
ized under existing statutes.
23. Property loaned to organizations of war veterams.?See AR 35-6590.
24. Accounting for property issued to rifle clubs.?See AR 35-6600.
25. Donations to schools of machieery, mechanical equipment, and tools
no longer needed by the Army.?See AR 35-6610.
26. Accounting for Government property furnished to contractors or pri-
vate firms.?a. Every army agency, contracting for the procurement of any
article in connection with which Government property of any kind is furnished
to contractors under their contracts, will show in each contract or purchase order
the official station and title of the individual or individuals who will he respon-
sible for maintaining accountability records of the property so furnished.
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b. TM14-910 prescribes the procedures for accounting for Government prop-
erty under cost-plus-a-fixed-fee supply contracts; and TM 14-911 prescribes the
procedures for accounting for Government property under fixed-price contracts.
Property furnished to contractors and not required to be included within the scope
of the above-cited manuals will be accounted for as follows:
(1) A record of materials and supplies furnished to a contractor for fabri-
cation or incorporation into articles contracted for will be estab-
lished to show?
(a ) Quantities furnished to the contractor.
(b) Q u an ti ties consumed.
? (c) Number of articles completed, inspected, and accepted.
(d) Quantities of unused materials and supplies returned by
the contractor, and
(e) Reference to action taken, where necessary, to effect settle-
ment for shortages or excess usage or consumption of ma-
terials and supplies furnished to the contractor.
This record will be maintained on WD Form 27 (Materials Deliv-
ered to Contractor) or improvised forms which will accomplish the
same purpose.
(2) Property furnished to a contractor for purposes other than fabrica-
tion or incorporation into articles contracted for, such as machinery,
dies, jigs, fixtures, and drawings, will be accounted for in accord-
ance with the provisions of the contract (see a above) which may
direct either that the property so furnished will be accounted for
on the record of accountability provided for in (1) above, or that
accountability for the property so furnished will be retained by
? the accountable issuing officer who will obtain the contractor's
acknowledgment of receipt for all property involved.
(3) Drawings, samples of supplies, or other articles loaned to con-
tractors and private firms under authority contained in paragraph
7-314, Procurement Regulation 7, will be receipted for by authorized
representatives of the contractors or firms, and accountability re-
tained by the accountable issuing officer.
e. When Government property is shipped to contractors and private firms
under the provisions of this paragraph, as a minimum for property accounting
purposes,, two copies of the shipping document will be forwarded to the con-
tractor with directions to sign one copy acknowledging receipt of the property
and to forward it to the individual designated to keep the records of Govern-
nient property involved. The other copy will be retained by the contractor.
A copy of the shipping document will be sent direct by the accountable shipping
officer also to the officer designated to maintain accountability for the property
involved.
27. Record of property in sales stores.?See AR 35-6660 and TM 10-215.
28. Excepted property accounts.?These regulations do not apply to property
pertaining specifically to civil works activities under the jurisdiction of the Chief
of Engineers or to the Board of Road Commissioners for Alaska, national ceme-
teries, national military parks, or national monuments which is procured from
funds other than those appropriated for support of the Army in its capacity as
an organization for national defense, and the records t.,f such property will not
be audited under the provisions of AR 35-6740.
18 AGO 4438
AR 35-65k?i.
PROPERTY ACCOUNTABILITY 29-30
29. Inventories of property.?In the interest of proper accounting, complete,
detailed, and accurate inventories of property and supplies will be made as
follows:
a. Responsible officers will inventory the property for which they are respon-
sible at least annually, or more often if prescribed by special instructions or
If the commanding officer deems it expedient. Accountable officers will either
Inventory the property for which they are accountable at least annually, or will,
in lieu thereof, verify the accuracy of their accounts by reconciliation with ap-
proved inventories taken by officers who hold responsibility for the property or
portions thereof which are included in the accountable records_
b. At posts, camps, and stations inventory procedures will be as prescribed
in TM 38-403 and TM 38-410. At depot3 and like installations where large
quantities of property and supplies are stored, either a complete or cycle in-
ventory may be prescribed by the chief of technical service (or the Commanding
General, Army Air Forces), so that a complete physical count of all property
will be accomplished at least once during each fiscal year. More frequent in-
ventories may be prescribed by chiefs of technical services or by the Commanding
General, Army Air Forces, in respect of installations under their command.
Special Inventories will be taken when zero or credit balances appear on stock
records or when warehouse refusals occur or when ar item is found which is
not on location records.
C. Real property as defined in paragraph Ma will Le inventoried at such time
as directed by commanding officers, or by chiefs of technical services, or by the
Commanding General, Army Air Forces.
d. Installed property, as defined in paragraph 11b, will be inventoried by
the accountable officer at least once annually, and, in addition, at such other
times as may be directed by local commanding officers, or chiefs of technical
services, or the Commanding General, Army Air Forces, for items of property
within their respective supply responsibilities.
e. Government property furnished to War Department contractors tinder their
contracts will be inventoried at the completion or at the termination of the
contracts in accordance with TM 14-910 and TM 14-911. Interim inventories
will be taken at such times as may be directed by the interested contracting
officers, subject to any instructions which may be issued by the Commanding
General, Army Air Forces, or the chiefs of technical services.
1. Property loaned to contractors and private firms (see par. 26b(3)) will
be inventoried annually, or more often if the commanding officer of the account-
able issuing officer's station so directs.
g. Sales articles in sales commissaries will be inventoried as prescribed in
TM 10-215.
30. Adjustment of discrepancies disclosed by inventories.?a. In all cases
Immediate steps will be taken to adjust discrepancies disclosed by inventory.
Procedures for inventories and inventory adjustments at posts, camps, and
stations will be as prescribed in TM 38-403 or TM 33-410. At depots and like
installations, similar methods will be followed. The following will be observed
with respect to all inventory adjustments:
(1) Adjustments of a stock record account which are necessary by reason
of discrepancies disclosed by inventory, and which are due to
minor operational losses or undiscoverable posting errors, may be
approved by the commanding officer of the installation or by a fully
qualified officer designated by him for the purpose, provided that
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in no case will an officer who is accountable for property be desig-
nated to approve inventory adjustments. Such adjustments will be
entered on Inventory Adjustment Report (WD AGO Form 444 or
WD AAF Form 85). In the case of class II installations, chiefs of
technical services may prescribe that Inventory adjustment reports
will be submitted to a higner echelon in command for approval.
The procedure in (1) above is authorized only in connection with
minor operational losses or undiscoverable errors in posting in
active stock record accounts involving numerous transactions of
Issue and receipt, and? is not applicable to less active stock record
accounts maintained primarily for accounting controL The pro-
cedure will not be used -for adjustment of discrepancies in inven-
? tories of property issued on memorandum receipt, except as such
discrepancies appear to involve undiscoverable posting errors in the
stock record account of the accountable officer. Any shortages dis-
closed by inventory which do not appear to be due to minor opera-
tional losses or undiscoverable posting errors will require adjust-
ment under provisions of AR 35-6340. Commanding officers will
require extreme care in review oi inventory adjustment reports,
to the end that all abnormal losses are surveyed, and that all effort
is made to identify posting errors before they are reported undis-
coverable.
Any inventory adjustments not approved under the procedures in (1)
above will require action by report of survey as prescribed in TM
11-904.
(4) Inventory adjustments in unserviceable property records may be
made under the procedures set forth in (1), (2), and (3) above.
b. Adjustment of inventories of sales commissaries will be as prescribed in
TM 10-215.
- a. Discrepancies disclosed by inventories of real and installed property as
defined in paragraph 12 will be adjusted by report of survey (WD AGO Form
15).
d. Discrepancies disclosed by inventories of Government property furnished
to War Department 'contractors will be reported to the interested contracting
/officers for appropriate action under terms of the contracts involved.
31. Accounting for property in time of war or emergency.?a. In time of
war or emergency, when directed by the Secretary of War under general or
special instructions, accounting for property of all kinds on hand and issued in
theaters of operations, or other areas as may be directed by the Secretary of War,
will conform to the procedure prescribed in FM 100-10 implemented by such
special instructions as may be issued.
b. An organization which may have ceased to account for its property under
the authority contained in a above will, prior to permanent departure from a
theater of operations to the zone of interior, be required to reestablish property
accounting records under instructions issued by the theater commander which
will Insure that all clothing and equipment not authorized for the return move-
ment is turned in to the appropriate supply agency, and that property remaining
in possession of the orgaoization is recorded in an organization property book.
Where directed by- the War Department, initiation of the orgeni7ation property
book may be deferred until arrival of the organization at the station in the zone
of interior at which training is to be resumed; in such case, the items authorized
20
AGO 443B
oda.
AR 35-65?,
PROPERTY ACCOUNTABILITY 31-32
for the return movement, whether in the possession of the organization or shipped
by the organization or shipped by the organization, will be listed by item and
quantity on an interim form, as may be prescribed in War Department instruc-
tions, such form to be used as the basis for establishment of the organization
property book upon arrival at the station where training is to be rennied.
If any situation should arise where a theater commander has not issued appro-
priate instructions as contemplated above, the commanding officer of the organi-
zation will, prior to departure from the theater, cause to be made by a disin-
terested officer a complete inventory of all property on hand and will initiate
a new property record based upon the inventory and certified to by the disin-
terested officer.
c. Similarly, if any property other than organizational property, which is to
pass out of a theater of operations (except for purposes of salvage), has not
previously been accounted for on a property record or is not covered by shipping
documents in the usual manner, it will, under instructions to be issued by theater
commanders, be inventoried by disinterested officers and taken up in an appro-
priate property record in the zone of communications prior to shipment from
the theater.
32. Accounting for supplies at training activities.?a. In connection with
accounting for supplies at schools, replacement traaining centers, unit training
centers, and similar commands and activities (hereafter in this paragraph re-
ferred to as training activities), the Commanding General, Army Ground Forces
or Army Air Forces, as appropriate, will have discretion in prescribing either?
(1) That the training activity will have an accountable supply officer to
whom authorized supplies and equipment will be shipped with
transfer of accountability; or
(2) That the training activity will have all authorized items issued to
it on memorandum receipt by the accountable station supply officer.
and that the supply officer of the training activity will not take such
supplies up on accountable records.
In all eases, the commanding officer of the training activity will designate a supply
officer who will maintain the necessary property records in accordance with
current directives as applicable to the situation described in either (1) or (2)
above.
b. An accountable supply officer established at a training activity under the
provisions of a(1) above will not carry station stocks in the manner authorized
for accountable station supply officers, but will only maintain accountability for
items specifically authorized for the activity. The accountable officer of the
training activity will not submit requisitions to depots, but will obtain his sup-
plies by requisition on the appropriate supply officer of the station at which
located or of the station on which the activity has been based for supply.
c. In those instances where an accountable officer has been designated in ac-
cordance with a(1) above, all authorized items of property will be shipped as a
transfer of accountability to the training activity by the accountable station
supply officer, except that items of post, camp, and station tables of allowances
will be issued to the training activity on memorandum receipt by the appropriate
accountable station supply officer.
d. In those instances where the supply officer of the training activity has not
riasr-e"
been designated as an accountable officer, authorized items of property will be
issued to the training activity on memorandum receipt by the appropriate ac-
countable station supply officer.
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e. In either case (whether or not the supply officer of the training activity has
been designated as accountable officer), items of Individual clothing and equip-
ment and authorized expendable items will be issued by station supply officers
to the training activity in the same manner prescribed for units and organizations
under current War Department directives.
f. Items of property which must be returned to training activity accountable
or responsible officers will be issued to integral units of the training activities, or
to individual students or trainees thereof, either on memorandum receipt or
informal hand receipt as prescribed by the commanding officer of the training
activity.
g. The commander of the training activity is responsible that only quantities
authorized by tables of allowances or by other competent authorizations are
requisitioned or are on hand at the training activity. Unless specifically au-
thorized for retention by the major command concerned, excesses will be returned
promptly to the station supply officer.
33. Accountability for property in offices of military attach??a. Ac-
countability for all public property in offices of military attaches will be main-
tained in the stock record account of the property officer, Office of the Director
of Intelligence, Washington, D. C. All nonexpendable property issued for use
in offices of military attaches will be loaned thereon on a memorandum receipt
basis, with residual responsibility for the property attaching to the respective
offices.
b. Procedures governing the requisition, issue, use, local purchase, and return
of such property will be as prescribed in current War Department directives.
34. Accounting for stamps, tickets, and tokens.?a. Postage stamps, local
transportation tickets or tokens, bridge tickets, and similar items procured with
appropriated funds are to be issued for use exclusively in the Government service.
Such items when purchased will be taken up on the quartermaster property ac-
count but at no time will more than a 30-day supply of these items be maintained
on hand by the accountable supply officer. A separate stock record CP rd will
be maintained for each denomination and/or money value of stamps, tickets, or
tokens.
b. Initial issues of postage stamps, transportation tickets or tokens, bridge
tickets, and similar items will be made on memorandum receipt to using officers
on the basis of a 15-day supply. Subsequent replenishment of a using officer's
stocks will be based on certification by that officer that supplies being replaced were
expended solely in the public service. Replenishment vouchers bearing such ex-
penditure certificates will serve as valid credit vouchers to the accountable
officer's stock record account covering this type of property.
c. Responsible officers to whom postage stamps, transportation tickets or
tokens, bridge tickets, etc. have been issued will be required to maintain such rec-
ords of those items as will enable the station commander to insure himself of
proper administration. At the close of the using office, the remaining balance
of such items on hand will be turned in together with a properly certified
voucher covering that amount, if any, not previously accounted for by certificate
of expenditure.
d. In case of shortages of such items in the using officer's account, requisitions
for replenishment will be certified as to the quantity actually used. The balance
of the issue, representing the shortage will be supported by a report of survey
processed in accordance with TM 14-904. This report of survey will be filed in
support of the issue slip. Any overage or shortage in the stamp, ticket, or token
22 AGO 443B
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CHANGES
No. 3
?
AR 3576520
se 3
FINANCE DEPARTMENT
PROPERTY ACCOUNTABLEATY AND RESPONSIBILITY
WAR DEPARTMMNT
WASHINGTON 25, D. C., 17 June 1947
AR 35-6520,20 August 1946, is changed as follows:
8. Responsibility of individuals.
a
- d. Where the strength of military personnel within any fixed installation, as
distinguished from an organization or unit, is so diminished as to render the
appointment of military responsible officers impracticable, qualified civilian em-
ployees may be designated as responsible property officers. Such appointments
will be subject to the approval of the installation communder. Approval will be
conditioned upon satisfactory justification in light of circumstances in the par-
ticular case. Local designations of civilian responsible property officers will
conform to the provisions of paragraph 5h. The officer in charge of the activity
Is charged, with supervisory responsibility for property held on memorandum
receipt by a civilian responsible officer under his authority. Installation com-
manders will install adequate procedures to assure that memorandum receipt
accounts of civilians are cleared before their employment is terminated.
- * ?
[AG 140.2 (2 Jun 47)]
20. Record of property on memorandum receipt.
- =
f. (As changed by C 2, 25 Mar 47) Instruments, apparatus, and technical
articles issued to an officer detailed under the provisions of section 127a, National
Defense Act, to pursue a course of study at a technical, professional, or other
educational institution, will be carried on the property account or accounts desig-
nated by the chief of the technical service concerned, or by the Commanding
General, Army Air Forces, as the case may be, and will be issued to the student
officer on memorandum receipt.
[AG 140.2 (10 mar 47)]
22. Record of property issued to nonmilitary agencies.
a -
C. (Added) No part of this paragraph shall be construed as having application
to loans to other Government departments or agencies of "arms (and) suitable
accouterments for use therewith." under the provisions of the act of March 3.
1879 (20 Stat. 412) and the act of April 14. 1937 (50 Stat. .?.; 50 U. S. C. 61;
M. L. 1939, sec. 2090).
[AG 140.2 (2 Jun 47)]
23. Property loaned or donated to veterans' organizations, museums, and
municipal corporations.?Accountability for condemned or obsolete War Depart-
ment property donated to veterans organizations, museums, and municipal
corporations will be terminated in accordance with PR 7-107. Loans of military
property to recognized national veterans' organizations for use at national or
state conventions under the provisions of Public Law .111-70th Congress will be
accounted for in accordance with current War Department directives.
[AG 140.2 (2 Jun 47)]
34. Accounting for stamps, tickets, and tokens.
*These changes supersede C 2, 25 March 1947, and section I, WD Circular 232, 1946.
AGO 2590B?J0a. 716134?-47
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1. Inasmuch as postage itampi -Cannet 'be 'eichtinged or redeemed under ex-
isting po.stallaws,and regulations, except ,when :specifically authorized by the
Postmaiter'Geiferal I eieeptiOniti cakes, the authorized 30-day supply of these
items will he restrieted?to denominations that can be consumed within the com-
mand.: --StoOFs of,POstage_ stampewhich are determined to be excess to the needs
of class I, II, or III installations will he, reported immediately to the appro-
priate army or major Army Air Forces CoMmand,headqparters which ,will take
necessary action to effect disposition of saeli excesses within its command. If
excesses are of such size or composed of stamps of such denominations as to make
consumption_within a command impossible, _written request for disposition in-
tructions will be mode to Tiip Quartermaster General who, in the case of unusable
denominetionsoyill undertake necessary coordinating with the Post ,Office De-
partment .to. secure. an exchange.-,: Requests .of tins latter type, which will . be
kept to a minimum, will set forth the quantities and denominations of the stamps
determined to he excess and will includethe_designition and location of the U. S.
post, office(s) at.which exchange will he effected, if authorized by the Postmaster
General. ..So, far as practicable, the U.,S..post,office from which the-stamps were
purchased will he utifized ,for thls_ purpose. -Authority: for exchange of stamps,
received. from.the Post. Office Department. will be furnished to the appropriate
aimy or niiior.Artny,Air,Forces,connnand?for necessary action...-;Pending:recelpt.
of such authority, however,:the command will exert every effort to utilize the
excess stamps. 7. -.
[AG 140.2 (2 Jun 47)]
BY ?HOER OF TILE SECRETARY OF W.k.E:
,EDWAID F.
-
_
? ? ? , ,..?
WITgELI.
MaiOr General
The-Adjtitintt derii.rai
DxsimmorrioN: ?
. A; E
' ? .`.
DWIGHT D::17SIT4NHOWER
"dh,i0 of,Siag,-1
2
AGO 2590B
C. S. GOVERNMENT PRINTING CIPPICEr 1947
PROPERTY ACCOUNTABILITY
AR 35-652u
34
account of the accountable supply officer will be adjusted in accordance with the
inventory adjustment procedure prescribed in section XI, TM 38-103, and section
XV, TM 38-410. However, any shortage of these items will necessitate prepara-
tion and processing of a report of survey as a supporting document to the inven-
tory adjustment report.
e. Because of the negotiable character of such property, both responsible and
accountable officers will exercise particular care in safeguarding it. Such further
methods of local control will be established as may be required to insure adequate
protection of the Government's interests.
f. Inasmuch as postage stamps cannot be exchanged or redeemed under exist-
ing postal laws and regulations, stocks of postage stamps on hand, or stocks of
particular denominations, which are determined to be excess to the needs of
class I, II, or III installations, in accordance with a above, will he reported im-
mediately to the appropriate army area headquarters having territorial jurisdic-
tion or major Army Air Forces command headquarters having command jurisdic-
tion which will in turn issue disposition instructions. If excesses are of such
size or composed of such denominations as to make consumption within a com-
mand impossible, the command will make written request for disposition instruc-
tions to the Office of the Quartermaster General, setting forth those quantities and
denominations of stamps determined as excess.
[AG 140.2 (12 Jul 46)J
By ORDER OF THE S&CRESARY OF WAR :
OFFICIAL:
EDWARD P. WITSELL
Major General
The Adjutant General
Disrmaunos:
A; E
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DWIGHT D. EIE.1ENHOWER
Chief of Staff
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Alt 35-6520
CS
FINANCE DEPARTMENT
PROPERTY ACCOUNTABILITY AND RESPONSIBILITY
DEPARTMENT OF' THE ARMY
WASHINGTON 25, D. C., 23 May 1050
AR 35-6520, 20 August 1946, is changed as follows:
15.1 (Added) Army stock record account serial numbers covering Air Force
property.?The following additional instructions will govern in the assignment
or serial numbers to Army stock record accounts (par. 15) covering Air Force
property:
a. The prefix "Ali' as applied to Air Force accounts under the provisions
of AF Manual 67-1 will not be used in coimection with serial numbers assigned
to Army accounts covering Air Force prcperty. The suffix "SO" used for
designating Air Force accounts at certain Air Force installations will also not
be used in connection with Army accounts. Army accounts covering Air Force
property will be assigned the usual Army designations. In the case of a combined
account having an Air Force section, such section will be designated by the letter
suffix "A" following the numerical designation.
b. The officer detailed as property officer or supply officer for Air Forte property
at Army installations will be designated hereafter on requisitions as "Air supply
officer," and in the case of combined accounts having an Air Force section the
account number entered on the requisition will contain the suffix "A." For
example a requisition on WD AGO Form 445 (Requisition) for Air Force supplies
to be accounted for on an Air Force section of a combined account at Camp
Campbell, Ky., would show the following:
? ? ? ? ? .
Ship to
1 Transportation officer; for Air supply officer, Camp Campbell, Ky.
? ? . ?
The Action Symbol Column is for Depot Use Only
FOR Tutu COMMANDING OFFrena:
25 Mar 1950
R. 13, Smith, Maj. QMC, 2-997-A
WD AGO Form 445
(Air supply officer)
(AG 140.2 (28 Apr 50)1
BY ORDER OP THE SECRETARY OE' THE ARMY:
OnneTAL:
EDWARD F. WTTSELL
Major General, USA
The Adjutant General
DISTRIBUTION:
A
AGO 2208B?May 851742*-50
J. LAWTON COLLINS
Chief of Staff, United States Army
U.S. GOVERNMENT PRINTING OFFICE, ItS0
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AR 35-6520
C4
FINANCE DEPARTMENT
complete, the record should show the unit, less the Individual items which are
missing.
f. DA AGO Form 14-110 (Company (Unit) 111operty Record), or any similar
form may be used in maintaining _company property books, provided the form
furnishes the Information prescribed in o above.
v. Technical libraries of divisions ? or higher echelon staff units will be ac-
counted- for in the company property ? book of the headquarters company in
which is recorded the other organization property or the staff unit concerned.
[AG 140.2 (5 Apr 40)] . . . ? ? - , , . ? ? ? . ?
22. (Superseded) . Record of property issued to nonmilitary agencies.?a,
No Department of the Army property will be loaned to nonmilitary 'agencies of the
Government except ? upon approval of .the Department of the Army. RequeSte
received from such agencies will be forwarded through channels to the Director
of Logistics, General Staff, United States Army, together with the, recommenda-
tions or the forwarding headquarters. .
, ? b. Unless otherwise specifically stated,, lean. authorizUtions hereafter Issued
by the Department of the .Army will be subject to and limited by the following
restrictions: Property loaned to noninilitary, Government agencies Will be. deliv-
ered at the Department of the Army ,facility where such property may be: avail-
able. The property will remain on Uccountability records of the Department of
the Army. Promptly after having served. its purpose to the borrowing agency
or upon call from the Department of the , Army, the borrowed property will. be
returned to the .facility designated by, the Department of the ,Army. Loans. of
property will be limited normally to a period of DO 'days. The cest. or shipment
incident to such loans will be: horne by, the borrowing agency concerned. Upon
return of prpperty to the Department of, the Army, the cost of replacement and
repair incident to such loans will, be covered by transfer, of funds from the
borrowing agency concerned to the credit or Department of the Army funds
only in those eases where the assumption of such costs under the appropriations
of the borrowing establishment is authorized under existing statutes.
o. No part or this paragraph shall be construed as having application to loans
to other Government agencies or "arms (and) suitable accouterments for use
therewith," under the provisions of the act of 3 March 1579 (20 Stat. 412) and
the act of 14 April 1937 (50 Stat. 03; 50 U. S. C. 01; M. L. 1939, sec. 2090).
d. The provisions of a and b above shall not be construed as having application
to the loan of property to Departments of the National Military Establishment
by installation commanders under authority delegated by army commanders or
the heads or technical services, as appropriate.
[AG 140.2 (27 Jan 48) ]
BY 011.DEU Or TIM SEOLIETAICY Or TILL ARLEY.
?meter,:
EDWARD F. WITSELL
Major General
The Adjutant General
DISTRIBUTION:'
A
OMAR N. BRADLEY
Gliief of Staff, United States Army
2 AGO 1070B
U.S. GOVERNMENT PRINTING orrici, 19411
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AR 35-6520
*C 4
FINANCE DEPARTMENT
PROPERTY ACCOUNTABILITY AND RESPONSIBILITY
CHANGES} DEPARTMENT OF THE ARMY
WASHINGTON 25, D. 0., LI Apri/ 1949
No. 4.
AR 35-6520,20 August 1010, is changed as follows:
19. (Superseded) Accounting for authorized allowances of clothing and
equipment.
a. Records of authorized allowances of clothing and equipment prescribed
In applicable tables of allowances, tables of organization and equipment, and
all other equipment allowance media, will, when such articles are Issued to
companies, detachments, units, or similar organizations, including Army service
units, technical .service units, training companies of training division; and any
other nontable of organization units, be maintained in accordance with the
following Instructions:
b. Regimental, separate battalion, and similar supply officers will maintain
files of all papers pertaining to prop( ity transactions with units of the organi-
zation. Such files will be maintained in an orderly manner so as to be available
for examination or inspection at any time. A separate file will be maintained
for each unit which will include all documents involving property transactions
with the particular unit. For disposition of these records, see AR 35-0700.
o. A company property book will be maintained by the commanding officer of
each company, detachment, or similar organization indicated in a above to
reflect at all times?
(1) Authorized allowances of each item of organizational clothing and
equipment prescribed for the unit and/or individual members thereof.
(a) Certain items of individual clothing and equipment in T/A 21, have
been redesignated as organizational clothing and organizational
equipment by recent Department of the Army directives. These
items will be recorded In the unit property book.
(b) When issued to the individual these items will be posted on WD AGO
Form 32 (Individual Clothing and Equipment Record) for enlisted
men, and WD AGO Form 732 (Women's Army Corps?Individual
Clothing and Equipment Record) for enlisted women.
(2) Quantities actually on hand and In serviceable condition.
(3) Shortages for which a requisition has been submitted.
(4) Quantities on hand in excess of authorized allowances with the
authority therefor.
Commanding officers of companies or similar units will maintain a file in sup-
port of entries in the company property book in the manner prescribed In b
above.
d. Issues of individual clothing and equipment will be reflected on the Issue
Slips (DA AGO Form 440) and posted to the individual clothing and equipment
records (WD AGO Form 32 for enlisted men, and WD AGO Form 732 for en-
listed women), In accordance with the provisions of AR 015-40.
e. Unit assemblies, kits, chests, etc., will be carried In company property books
as single items. If contents are complete, they need not be listed in detail pro-
vided the identifying stock number of the unit is shown. If contents are not
*These changes supersede section I, DA Circular 49, 1948.
AGO 197013?Apr. 800O3--4O
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Loha 0
es
T]1.70 cu tive
Ch.Arwan? Covert Property ,T,urvey Board
nelief from Property Responsibility
15 19.50
S.
J-eference io rade to a mommronduw Cated 15 ovombor 1950 to the.,;::ecutive
fro tho hairnan, Covert Property Survey floard, concornin:.7: Survey Reports
Nov. 00112, 00113 and 00114 froT 1 . In the :,-abrilission of the
three Survey Eeports rogue stin a)proval of the recowdneneation Ui ttho
Responsible Officer be relieved of respousi'oility for property vhipped to the
). it was pointed out that there are no CIA regulations
covering relief from responsibility under those circumstances. Responsible
Officers issuing property under sirlilar circumtancos yay only he relieved by
the recommendation of the Covert Property Survey care which muvt act without
benefit of specific Azoncy rei:ulations overning disposal of property in a
theater of operations or a combat zone.
It is the recommendation of the Covert Property Survey Doard that consider?
ation be LtVCfl to .o,rondinL; General AdrdnistrrAive Instrxtion No. 3, dated 27
October 1942, to cover relief from reoponsibility for property iooucd to personnel
operatin under 'war or com7oat cirou=tances. for consideration there sub-
mitted a cov of Any Yec.;ulations 0. 36-52C with specific reference to oara-
raph 31, "Accountin for prm)orty in ti. of war and cierzency."
Attachment (1)
Army 1,;35-6520
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.;;q,
Deputy Director (Administration) 13 April 1951
Advisor for Management
Draft of CIA Regulation Number Vroperty Accountability in
Combat Areas or Under Emergency Political Situations.
Attached is a draft of a proposed CIA Regulation Number
Property Accountability in Combat Areas or Under Emergency
Political Situations.
2. This Regulation establishes Agency policy with regard
to loss, abandonment, or destruction of Government property under
emergency conditions.
3. This Regulation has been coordinated with and baa been
concurred in by the following Offices:
Office of Operations
Office of Special Operations
Office of Policy Coordination
Office of Scientific Intelligence
General Counsel
Comptroller
Inspection and Security Office
Procurement Office
4. Recommend approval.
Attachment
HDM/ms
cc: Subject File
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CENTRAL INTELLIGENCE AGENCY REGULATION
- Yto
NUldiDEI
4. PROPERTY ACCOUNTAD1LITY IN COMBAT AREAS OR UNDER EMERGENCY POLITICAL
SITUATIONS
A. Definition
For the purposes of this regulation "Headquarters action" shall be
construed as advice by the home/Office of the Field Station concerned
to the Chief of Procurement who has final responsibility for the
accountability of property abandoned, destroyed or dropped from the
records by responsible officers in the field.
P. Accounting for Property in Combat Areas
(1) Chief of Station
When military forces present within a combat area have been
authorized to drop accountability for property, the Chief of
Station shall request authority and Headquarters shall instruct
that the Chief of Station shall drop responsibility for all
property located in the combat area, or issued or shipped to
personnel operating in the wow combat area. Survey Reports on
all property shall be prepared immediately, forwarded to Head-
quarters, and will be accepted as a credit voucher to Station
supply records. Where circumstances do not permit the Station
to prepare the Survey Report, Headquarters shall upon being so
informed by the Station prepare the Survey eport to drop
accountability on behalf of the Station.
(2) Parent Stations and Sub-stations
Where Parent Stations are located within the combat area or are
acting in a support capacity from outside the combat area, the
Parent Station shall follow the procedure in Paragraph P (i)!,
above, on behalf of its Sub-stations. Under circumstances-in ,
which a sub-Station is severed from direct communication with, its
Parent Station, the Chief of the Sub-station will assume,all
property responsibility for his Station as is required df the
Chief of the Parent Station in Paragraph 13 (1) ,above.
C. Accounting for Property under Emergency Political Situation
(1) Chief of Station
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For property located within, or shipped into areas where military
combat conditions do not apply but emergency political situations
may require the abandonment, destruction of property, or dropping
of property accountability the Chief of Station shall submit recom-
mendations for/Property disposition and dropping of responsibility
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CENTRAL INTELLIGENCE AGENCY REGULATION
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to Headquarters for approval. When Headquarters concurs
in the recommendation to drop property responsibility, the
survey procedure of Paragraph B (1), above, shall aeply.
Where time does notpermit orderly disposition because of
an emergency threatening loss of life and Government prop-
erty, such as an invasion or bombing, the Chief of Station
is aut*ized to take independent action in the best in-
terests of the Government to abandon or destroy property
and records without the prior approval of Headquarters.
Headquarters in such cases shall upon being so informed
by the Station prepare the Survey Report to drop account-
ability on behalf of the Station.
(2) Parent Stations and Sub-stations
Where Parent Stations are located within the critical area or
are acting in a support capacity from outside the critical
area, the Parent Station shall follow the procedure in Para-
graph C (1), above, on behalf of its Sub-stations. Under
circumstances in which a Sub-station is severed from direct
communication with its Parent Station, the Chief of the Sub-
station will assume all property respinsibilii-v for his Station
as is required of the Chief of the Parent StateeJn in Paragraph
C (1), above.
D. Re-establishing of Property Accountability
Ween Headquarters has determined that the designation of combat areas
should be removed from an area or the emergency political situation
has cleared, it iu the responsibility of the Chief of Station to take
agressive action to assure that all oreanization property is re-entered
on the property records. Supply officers must exercise supervision
to prevent the abandonment of supplies o? the misappropriation of
equipment by personnel prior to its being picked up on the records.
All equipment returned to supply channels will be listed on a Property
Turn-in Slip and will be the basis for posting to stock control cards.
Two copies of the Property Turn-in Slip shall be forwarded to head-
quarters without delay. Thereafter, standard supply record procedures
will be followed.
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CENTWILLTIIILIcii.t.Mk;AINCYIL;WILP,TIUJ
flUEBER
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Interim Responsibility
After accountability has been dropped and prior to loss or dostruotion of
or damage to tho proporty as a result of the emergency, or prior to
re.ostablishment of accountability, Chiefs of Stations and Sub-stations
have the responsibility to take such stops as circumstances may pormit
to safeguard Government property and to sec lAurt it is put to proper
official use.
Con
ppi-c9 Li( CfS ceS cla
e,1 e`-?-c-Y ?
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