SUPPLY AND PROPERTY REGULATIONS:

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200040030-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: November 17, 2016
• Document Release Date: July 31, 2000
• Sequence Number: 30
• Publication Date: January 23, 1950
• Content Type: REGULATION

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CENTRAL INTELLIGMICE AGENCY REGUI TION
DRAFT :WEE
January 23, 1950
I. SUPPLY AND' PROPERTY REGULATIONS:
A. Purpose: This instruction establishes for the Central Intelligence
Agency uniform policies for the requisitioning, procurement and account-
ability of supplies, equipment and services for all activities serviced
by the Administrative Staff, CIA.
B. Authority: By virtue of the authority vested in me as Executive,
Central Intelligence Agency by the Zwaanta:ye and Public Law 110, 81st
Congress approved June 20, 1949, and in order to carry out the activities
and functions provided for in Section 3 thereof, the power and authority
to take the following actions are hereby delegated as follows:
1. Procurement Authority and Responsibility: Under the super-
vision of the Chief, Administrative Staff, the Chief, Services
Division is hereby authorized to enter into and execute contacts tVJ1
on behalf of the Government in accordance with existing laws and
regulations.
a. Under the supervision of the Chief, Services Division,
the Chief or Assistant Chief, Supply Branch, Administrative
Staff is hereby authorized to enter into and sign un-
numbered contracts and purchase orders on behalf of the
Government where payment is to be made in a single remit-
tance and amount involved does not exceed $2000.00 in
accordance with existing law and regulations.
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b. The Chiefs or Assistant Chiefs, Supply and General
Services Branches, Administrative Staff may place orders
for the performance of services by the Public Buildings
Administration, General Services Administration, on a re-
imbursable basis.
c. The Chiefs or Assistant Chiefs, Supply and Reproduction
Branches, Administrative Staff may place orders with the
Government Printing Office for the performance of print-
ing services on a reimbursable basis.
2. Authority to Initiate Re uests Resulting in Financial Obliga-
tIons. (Supplies, Equipment and Services): Assistant Directors
and Staff Chiefs are authorized to initiate requests for supplies,
equipment and services which result in financial obligations with
the power of delegation to such additional individuals as may be
necessary for good administrative I z-ee.
C. Reguisitioning.~Suliesj Equipment and Services: The following es-
tablishes the procedure for requisitioning supplies, equipment and
services and designation of employees to submit requisitions of this
nature.
1. Desijation of Authority to Requisitioning Officers: -
-3, qaa! Assistant Directors and Staff Chiefs
may delegate authority to requisition supplies, equipment and
services to any co=issioned officer of the \Lrried Forces or any
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lzll~
employee of GS-7 classification or higher, under Vs juris-
Cl?ii designated i s~~ }.1ii1s;.~nn?..i.'~~
~,LV
will serve as accountable officers for all property under
jurisdiction, and.hereinafter will be referred to as Accountable
Officers.
2. Classification of Supplies:
a. "Stock" items are those items for which there is a
general demand throughout the agency. These items are
d,7. AF
carried in stock in the A Warehouse and are listed
nc?'""scly "Office Supplies" and "Office Furniture
diction. Names of employees designated as Requisitioning
Officers will be filed with the Chief, Services Division.
11?~1
11'rc,hase" items are, those items which z~mst be pur-
roquen t deny ad , those used only by nabrti.eul.wr using
antivi ties of and -Items requ`'rinr; special control by
the Scrvi^e: Division, Administrative Staff.
P ocedu *or Re ores Bonin flies and Service:
1. Senera7.: Rea '
pi-_ ,i tons II be prepared in accordance with
this instruction on o 7.i '?o. ;6-7, "Request for Su-plies, Equ_p-
z;ent and Services" and fortva_ded to the Chief, Services Division,
:chain rat7_~JB Staff.
4
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Ito'l s" :
y~, den ab? e _'T4 ?uL; ? is ol?ti`~ard -.,_re sig or* g na'!
d one cozra of requisition.
?r orerij,' : Forward the s... fined original
and ,,,Io cones of rcauiFit'!on.
(Y. "Furchase Items": Forward the s reed original and two copies
of For.- No. 36-7 to the Service Division.
r Furniture. : ~Irry,
f ~ffia AI{c,.~inf~s and
er' o-ce a request rinor repairs to office nachinos,
type- andfurniture by tel.enbonin,~ Extension 480. Request
for na,ior repdirs will be rnc.e on Porn 36-7.
_:.~; ct.. u(-,k~..:,~Ytated as Requisitioning
rr ty c:co~za~t_r it-
Of fic rs ; t, Pi TIOU * r par, at raph 1. :r, are hereby appointed
Ccoun"uabl~ Of is crs for all proper ,,j under thei jurisdicti on. Account-
ialr Officers gill desi hate individuals as responsible officers accord-
_ the the organizational structure or location of the activity. Re-
i e 's be meld. re Tons r usc, Of is>/, .rill. s.~ ib1?e for the proper e, protection,
and r:overen t of any overnmerat property which my con into his custody
o control. Listed below is the prescribed rnamer -in property
records will be established by Accountable and Responsible Officers.
proper record account will be established for each
des ir;,ated accountable officer and an account number `'rill be
ass ig od to each account It he Chief, >ervicec Division.
`bo f .c e of Fore: flo. 3'5-l4 "Stoc:: Control Coard" will indicate
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by item, total accountability for property under his control.'
The reverse side of Forme No. 36-14 Rnown as the "Accounts Control"
will be used to record issues to responsible officers within his
oLi aniz tion.
(y. "accountable Officers will maintain a permanent file of credit
I
and debit vouchers to =support At$ transactions in property
accof:un .
countable Officar/ will maintain in the voucher file a
roster of Responsible Officers un control, listing the sub-
'hit
account nurbe:.?' ::nd the offices or activity for which is re-
sponsible=.
en an Accountable Officer authorizes the issue of small
',7h
Portable items cuch as brief cases, pen sets, etc., he will prepare
6V
Form No. (~ ~ "Property Issue Record' and have the employee sign
the form as having received the property. When the property is
returned the ,countable Officer may issue a receipt, if requested,
in memorandur the employee. Accountable Officers are responsible
for Erantin;y property clearance on all employees under
diction, who are transferred within the organization and/or se-
parated from the Agency as prescribed in current regulations.
J "Reports of Inventory Adjustments", Fors! No. 36-16, will be
prepared in triplicate and forwarded to the Chief, services Division.
The use of such reports will be confined to rectifying errors re-
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0
suit nf; rron incorrect nomenclature, clerical or typo;raphical
errors, and assuming accountability for property previousl un-
accounted for.
urvey Report" corm No. 36-18, will be prepared in triplicate
and forwarded to the Chief, Services Division in the event property
is lost, destroyed, damaged or stolen.
"Transfer of Pro-.ert;;, Accountability" will be effected after
audit of the records and a complete physical inventory has been made.
A memoranaw-n certificate will. be executed by the outgoing and in-
coming accountable officer transferring accountability.
11Avd4t_am Invente c-f..
y 14~~7 Aaesu The Audit Group
will conduct audits and inventories of property accounts as
directed by the Chief, Services Division.
Pro ertv Utilization: d xn order to obtain uaxi m economical use of
non-expendable equipment, there is hereby established a property utiliza-
tion program to be administered as set forth -herein.
Numerical limitations of all corn-use items (Class A, B, and
C) will be established by agreement between Administrative Officers
of each office and staff section and theme chief, Services Division,
in accordance with Pexamp(me l aathorezed by the Executive. fftr-t-~
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I mericai limitations for common-use items
nay be increased or decreased by mutual agreement between the.
Adxini;trative Officercanrthe Chief, Services Division, Admini-
dtrative Staff. Issues in excess of numerical limitations as
agreed upon will not be made by the Supply Branch, Services Division.
.A-'j Administrative and Accountable Officers will take such action
as is necessary to accomplish maximum and proper use of all
equipment and to requisition suitable equipment to fill specific
needs.
,y: The Audit Group, Services Division, Administrative Staff, will
review the use of equipment as a part of periodic audits which will
be performed on accountability records as now established.
Equipment excess to the needs of CIA activities will be
reported as excess to Supply Branch, Services Division by the use
sA ~aaNS~a
of 9, Property ,=n-Ins Slip, Form No. 36-24, for re-issue to other
CIrA activities.
6? Pursuant to the above the following policy is established as
a general guide for the allocation of office equipment and furnishings
to the various offices of CIA.
CLASS "A" EQUIP MIT
Offices of the Director and Deputy Director
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Offices of Assistant Directors and their Deputies
Offices of CIA Staff Chiefs and their Deputies
C LASS "B" EQUIPP NT
Offices of Division Chiefs
Offices of Chiefs of organizational units equivalent to
a Division.
C . SS "C" EQUIPMENT
All other offices
:` Property Disposal:
1. Excess Property: Property which is excess to the needs of any
using activity will be returned to stock by forwarding to the
Chief, Services Division 'ori final and two copies of Form No.
eaKa~ca s~-p
36-24, "Property Turn-IA", stating the location and date the
property may be picked up.
2. Survey Boards: A Property Survey Board composed of jembers
as listed below is hereby constituted to act on all matters per-,
taining to loss, damage, destruction, theft, or for the disposition
of public property for which CIA is responsible:
Deputy;of I & SS Chairman
Chief, Inspection Brer~s Member
I&5,,
Asst. General Counsel Member and Legal
Advisor
Chief, Services Division %5 Member and Recorder
Chief ,rop19 ty r, Member and Alternate
recorder
ggE
Three members v,illlconsidered a quorum. The Chief, Services Division
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will supply such administrative, technical and clerical assistance
as may be required by the Board.
Thb Property Survey Board will:
a. Determine the pecuniary liability or relief from
accountability 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 Qa1000.00 or less.
b. Designate any qualified individual to act for it in
appropriate 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 lehere the estimated damage is
not in excess of J'100.00. '_t
co 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
appropriate cases under this authorization.
d. Recommend action to the Executive in connection with
paragraphf2a above, where the monetary value involved is in
excess of X1000.00, who will take final action or recommend
action to the Director in his discretion.
e. Require such initial Survey Reports, and presentation of
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necessary to arrive at appropriate conclusions and deter-
ninat ions .
f. Maintain adequate records of its actions.
The Board and the Executive are charged with the responsibility
of informing the Director of any unusual circumstances or matters
which should be brought to his personal knowledge in connection with
these instructions. Board reports under this paragraph will be
routed through the Executive.
k?
Individuals against whom pecuniary responsibility is established
under the provisions of these instructions may appeal, in writing,
to the Director, within thirty (30) days after receipt of notifi-
cation of such liability.
Removal of Government Property From CIA Buildings: 1l A properly
evidence either in person or in vrriting, as may be considered
will file with the Captain of the Guard Force a at of all personnel
_ ~ authorized to issue property passes.
are authorized to issue property passes. the Chi f1 erviees Division
authenticated property pass Form 1J4-68 is required before government
property can be removed from IA buildings. Property Accountable
Officers and other d grated the Services Division
Field Procurement:
1. In order to facilitate procurement of office supplies and minor
ern" ?F o Mdt,.NS.)
office equipment for field offices
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TRANSPORTATION -BftWM,`
'G(3,54
1:1' The Transportation BraneNafill be responsible for performing
the-following functions with respect to travel of personnel on official
business; movement of household goods and dependents when travel is in
connection with,a change of official station; the shipment of supplies
and equipment and the operation of a motor pool consisting of passenger
carrying vehicles and trucks.
1. Transportation of Employees:
ha;) Jpon receipt of approved copy of Request for Travel
orde , Formes, li-5 j (see , Adminis trative Instruction No. 30-1),
the ansportation Branch w ll contact the traveler by tele-
phone to ascertain date of departure, mode of travel to be
utilized and length of time required at stopover points in
order that necessary reservations may be made and Transportation
Requests prepared. Where travel overseas is involved arrange-
ments are made for procuring passports, physical examinations,
immunizations when required and the procuring. of Theater
Commander's approval, the issuance of. identification card and
special travel orders when travel is to an occupied zone, as well
as arrange for briefing and security clearance within 48 hours
prior to employees departure for overseas.
(b) In order to insure the proper immunization of overseas
appointees and their dependents, and to safeguard the security
requirements of the Agency, it is the policy to effect all pos-
sible immunizations of both employees and their dependents in
the Medical Division, Administrative Staff.
(c) These immunizations will be given by the Medical Staff
during overseas processing or training for all employees and
their dependents who report to the Washington office prior to
departure for overseas station. For those employees and their
dependents who do notreport`to Washington prior to such travel,
it will be incumbent upon the Assistant Director or Staff Chief
concerned to unsure that all medical requirements as prescribed
by the CIA Surgeon are met prior to final clearance for departure
overseas.
(d) In those cases where private physicians must be utilized,
the employee may be reimbursed for the cost of his imm, n; zationk.+_.J
Me tL eP' c3u? (See Administrative Instruction No. 70-1)
(e) The Transportation Branch will arrange all reservations
and issue the necessary Transportation Requests to cover the
travel. In order to provide transportation via the most econom-
ical route(s) and take advantage of minimum costing accommodations
for both rail and ocean travel, requests for space must be placed
as far as possible in advance of the travel date.
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2. Household Goods and/or Personal Effects:
(a) Existing legislation authorizes the payment of
transportation expenses and other expenses incident thereto
for the movement of household goods and personal effects in
connection with change of official station within certain
weight limitations.
ongress, provides that transportation expenses for shipment
of'household goods and/or personal effects will be on a commu-
tated basis at rates per one hundred pounds as fixed by zones,
therefore all arrangements for such shipments, including packing,
crating, drayage, etc., must be made by.the employee and reim-
bursement claimed through regular channels
(c) In connection with the shipment of household goods and
personal effects to overseas destinations, requests for such
shipments must be routed through Administrative offices to the
Transportation Branch including therein the following information:
Name
Title and Branch
Present Official Station
New Official Station
Location of Effects (street address)
Person to be Contacted at That Address
Estimated Weight of Shipment
Approximate Date Goods to be Picked Up
The Transportation branch will make all arrangements
to have the household goods and personal effects picked up from
the employee's home, packed, crated and otherwise prepared for
export shipment and upon completion of the packing and crating
will arrange for the shipment to the overseas destination.
3. Dependents:
(a) The Transportation Branch must be advised promptly if
arrangements are to be made for the transportation of dependents.
Complete information should be furnished showing names, relation-
ship and in the case of minor children, their sex and age.
(b) Immunizations for dependents must be completed in accord-
ance with paragraph 1 (b).
(c) The Transportation Branch will perform the same services
as is rendered to the employee and assist the dependents in every
way possible whether they travel with the employee or depart at
a later date.
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Shipment of Supplies and Equipment:
(a) Upon receipt of Form 36-!4, Request for Overseas Ship-
ment of Cargo, the Transportation Branch will assign a cargo
number to the shipment for future reference, and advise the
Supply Branch as to the cargo number assigned. Upon receipt of
advice from the Supply Branch that the cargo is packed and ready
for shipmentthe Transportation Branch will request shipping
space through the U.S.Despatch Agent and upon confirmation of
such space will arrange for delivery of the cargo to the port of
embarkation.
5. I otor Transportations
(a) The Transportation Branch maintains a central motor pool
comprised, of passenger carrying vehicles, including busses, and
various types of trucks and trailers. Passenger cars are operated
to meet transportation needs which cannot be secured. by the use of
ochedu]2jd shba t1 sere' c a o ton other than by shuttle
se~rvicen y e r ques d m t e ispa her, Extension 68L or 2284,
explai `ng why shuttle service cannot be utilized.
(b) Assignment of passenger-carrying vehicles to individuals
and activities will be made only WqLL the written request of an
Assistant Director or Staff Chief approved by the Executive. It is
the policy of the Director to keep such assignments to an absolute
minimum, and to utilize the shuttle and motor pool service to the
maximum possible degree.
(c)1. Except as otherwise specifically authorized in writing
by the Executive, no employee of CIA stationed in Washington will
be permitted to operate CIA motor vehicles without a properly
certified CIA driver's license. Authority for issuing CIA licenses
is vested in the Chief, Services Division, Administrative Staff,
after appropriate certification by the Testing and Standards Branch,
Personnel Division, and the Medical Division, Administrative Staff.
Requests for drivers' licenses should be made wr tin by the
Office or Staff Section concerned, to the , a
6+l"fy indicating necessity.
2. CIA employees authorized to operate CIA vehicles in local-
ities sufficiently dis t fr /ashington so that CIA testing is
impractical must meet th *equirements of their localiti4s.
Chiefs of field stations e responsible for insuring compliance
with this directive.
(d) All assigned and pool chauffeurs are supervised by the
Chief, Transportation Branch, Services Division, Administrative
Staff, for administrative purposes, including working hours, over-
time and replacement of assigned chauffeurs due to absences or
terminations.
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2. Assistant Directors and Staff Chiefs and their deputies,
when using motor pool cars, are authorized to have such cars wait for
them at destinations regardless of the time involved, or to return
for them, at a given time. These officials should inform the Dispatcher
whether the car should wait or return in order that chauffeurs may
receive proper instructions from their Supervisor.
(f) Chauffeurs who perform overtime work will report the hours
worked, together with the signature of the person for whom the driving
was performed as a basis for overtime payments. Prior verbal approval
for overtime driving should be obtained, if practicable, from the Chief,
Transportation Branch, Services Division, Administrative Staff.
(e) 1. Except as specified in 2. below, pool chauffeurs will
not wait for passengers longer than 15 minutes, unless prior arrange-
ments have been made with the Dispatcher.
(g) Chauffeurs are personally responsible in the event of traffic
violations. Chauffeurs will not be ordered to violate traffic regula-
tions.
this Agency oW for official purposes.
a y .
L
`(i) L. Government motor vehicles are to be used by personnel of
2. Public haw 600 requires the suspension or dismissal of any
employee who uses or is found responsible for the use of a Government-
owned vehicle for other than official purposes.
3. The Chief, Administrative Staff, will make periodic checks
of dispatch records, and will discuss with Assistant Directors and
Staff Chiefs any apparent violations of this paragraph. ',,hen considered
necessary he will report apparent violations to the Executive for
further action, including statement of previous discussions with
officials concerned.
(j) In order that the Transportation Branch majr maintain
proper records and insure that all Agency vehicles are serviced at
regular intervals a "Monthly Maintenance Report-Lotor Vehicles",
Form 38-60, will b ub #~ted on all vehicles in the field within the
Continental limit wick are not serviced at the 25X1A6a
Form 8-60 should e submitted to the 'Transportation
3 Branch through the
Administrative officer of the office to which the vehicle is assigned.
(k) Trucks and trailers are operated for the delivery of sup-
plies and equipment to the various A=gency offices in the Washington area
rwrise thorized e-arittng the tecutive,
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25X1A6a (h) A completely equipped garage is maintained at
for the storage, repair IMF ma -
tenance of all Agency vehicles located in the Washington area.
Except as otherwise authorized in writing by the Executive, all
CIA vehicles located in `Washington will be returned at the end of
each day to the garage. Those vehicles which are not garaged at
25X1A6a - must be brought in at regular stated intervals to receive
servicing, maintenance, etc.
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