PROCEDURE FOR PROCESSING PROPERTY PURCHASES AND EXPENDITURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05244A000300020012-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: November 16, 2016
• Document Release Date: May 4, 2000
• Sequence Number: 12
• Publication Date: February 28, 1966
• Content Type: REGULATION

..Approved For Release 2000/06/05: LPLA R~78-05244A000300020012-0
28 February 1966
OFFICE OF FINANCE INSTRUCTION NO. 102, Revised
SUBJECT General ?- Financial Accounting for Property
Specific - Procedure for Processing Property Purchases and
Expenditures
RESCISSION: Office of Finance Instruction No. 102, dated 15 October 1963
This Instruction establishes' responsibilities and prescribes accounting
procedures for property purchases by the Office of Logistics at headquarters
subject to headquarters property procedures and purchases at Type I field,
installations which are for payment at headquarters, as well as the related
payment transactions.
All amounts due for the property ordered by headquarters will be recorded
by the Office of Finance in a credit balance nominal account and payments
therefor will be recorded in a separate debit balance nominal (expenditure)
account. Amounts due fox property ordered locally by-Type I field installa-
tions for which settlement will be made by headquarters will be credited to
,a clearing account on headquarters records and payments therefor will be
charged to such clearing account.
3. RESPONSIBILITIES AND PROCEDURES
a. The Office of Logistics shall:
(1) Code and process as "input" to the computer (Office of Computer
Services), receiving reports for property which is subject to
headquarters property procedures.
(2) Forward to the Office of Finance on a daily basis a listing of
all property ;received, involving payment action (items identified
with transaction analysis codes, lA, 2A, 7E, TI, 7M, 7Q, 7R, and
7U). Such listing will be "hard copy" by-product produced at the
time the paper tape input to the computer is prepared. The list-
ings are to be certified and controlled by sequential numbers and
whenever ary daily activity includes none of the designated trans-
actions this fact will be affirmatively covered by certification.
Copies of all receiving reports listed will be attached, except
GROUP 1
Excluded from automatic
S E C R E T downgrading and
declassification
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when items previously rejected by the computer are relisted, in
which case the item will be lined out and so identified as a
"relisted item". The "hard copy" listing and each receiving
report appended thereto shall include a cross-reference rubber
stamp which identifies the date of key-punching for. input to
Office of Computer Services property records.
b. The Accounts Division shall:
(1)
Prepare posting vouchers to record acquisitions of property subject
to headquarters property procedures based upon listings prepared
by the Office of Computer Services from data furnished by the
Office of Logistics.
(2) Prepare posting vouchers to record acquisitions of property at
Type I installations for which payment will be effected at head-
quarters. For property ordered by headquarters and shipped by
vendors directly to Type I installations, these recordings will
be based upon schedules of Transmittal of Receiving Reports received
from Type I installations; these vouchers will be prepaa?ed,as the
schedules of Transmittal are received and will be recorded as credits
to account 607, Property Purchased .. Acauisit
procured locally
.such recordings will be based,. ,on the Type I installation
monthly property report and will be recorded as credits to account
195.9, Property Procured Locally by T
Account. I Installations Clearing
.
(3)
Forward to the Supply Division, Office of Logistics for such research
and action as may be deemed necessary by that Office, quarterly
listings as follows:
(a) A listing of unmatched acquisition and payment transactions
which will include (1) the date of entry of Finance Voucher
and Finance voucher number, (2) the day of the month as of
which Logistics processed receiving reports to OCS, (2) the
purchase order number, (I+) the receiving report number, (55)
receiving installation location code, (6) the debit amount,
(7) the credit amount, and (8) the difference. The listing
will show all transactions for which debits were recorded
during the quarterly period together with all debits and
credits identified by the same purchase order and receiving
report numbers recorded during the current or preceding
fiscal years except transactions for which the debit and
credit dollar amounts are equal. (The debit and credit data
relating to the prior fiscal year will be on magnetic tapes
retained by OCS although the. nominal accounts for the prior
fiscal year would have been closed as of the prior 30 June'.)
In this listing all debits representing partial payments will
be identified by a special coding..
S E C R E T
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(b) A listing of credits representing property received subject
to headquarters property procedures for which there have been
no offsetting debits representing payments with the same pur-
chase order and receiving report number recorded in the current
or the preceding fiscal years; however, this list will include
only such credits which were recorded nine months or more prior
to the close of the quarter covered, e. g., the listing prepared
for the quarter ended 30 June will include only credits recorded
on or before the preceding 30 September.
(1) Verify that each receiving report received from the Office of
Logistics with each controlled, certified listing includes a cross-
reference rubber-stamp which identifies the date of key-punching
for input to OCS property records.
(2) Identify each receiving report covering purchases at Type I instal-
lations for which payment will be effected at headquarters with a
distinguishing rubber stamp which shows the date of the schedule of
Transmittal with which the report was received.
(3) Audit and certify for payment billings for property. subject to
headquarters property procedures and billings for property purchase's
at Type I installations for which payment will be effected at head-
quarters in accordance with normal audit criteria. In auditing
billings for payment, only those receiving reports identified with
date stamps as provided for in paragraphs c(l) and (2) above will
be utilized as evidence of receipt of property except for receiving
reports received prior to the inception of the procedure for identi-
fying such reports by rubber stamp date of key-punching or related
schedule of Transmittal.
4. EFFECTNE DATE
This procedure will be effective 1 May 1966 except that the provisions
set forth in paragraph 3a(2) above were implemented as of 2 February 1966.
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Acting Director o Finance
5' 4,'eiz /9 tf" L
~?
Date
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