SUGGESTED SUBJECT FOR STAFF STUDY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP56-00071A000100040004-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: November 11, 2016
• Document Release Date: July 6, 1998
• Sequence Number: 4
• Publication Date: April 25, 1953
• Content Type: MEMO

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Office Memorandum ? UNITED STATES GOVERNMENT
25X1A9a
TO Mr,
FROM Mr. M
SUBJECT: Suggested Subject for Staff Study
DATE 25 April 1952
1. I believe that the entire area of Agency policies and
regulations governing the use of government and personal vehicles
abroad are very obsolete and inadequate to present circumstances.
Problems include the determination of the conditions and circum-
stances under which the Agency will:
a. Furnish government-owned vehicles.
b. Furnish chauffeurs.
c. Allow the use of government vehicles for extensive
personal transportation,
d. Authorize reimbursement for various expenses in con-
junction with persona], vehicles such as, transporta-
tion, import duties, repairs, chauffeur expense,
mileage allowances, insurance, loss or theft where
insurance is not possible.
2. I am sure that a study of this situation would reveal
many instances of the following:
a. Provision of government-owned vehicles where
taxicabs or personal vehicles would be eaually
adequate and far less expensive.
b. Extensive use of government vehicles for personal
use by the employee and his family without any
repayment to the goverment for the operating ex-
penses involved.
c. Inconsistency in the payment by the government of
import duties, insurance, etc., on the personal
vehicles of employees and agents.
3. I think the basic problem is relatively simple, requiring
only the basic determination as to whether or not the continuing and
extensive use of a vehicle is essentjal to the accomplishment of the
duties of the employee or agent4hiere such a condition prevails,
CIA should adopt one or the other of'the following courses of action:
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a, Provide a government-owned vehicle--all costs at
government expense although such vehicles are
admittedly used for personal convenience as well.
b. Authorize the shipment and use of persona). vehicle.
1. Under these circumstances, it is obvious that option
b. (above) is far more to the advantage of the government since a
substantial portion of expenses would be borne by the employee.
These include insurance, depreciation, repairs and operating ex-
penses for personal use of the vehicle.
5. A serious problem has arisen with increasing frequency
regarding the propriety of payment by the government of import
duties on personal vehicles. This is not only precluded by normal
government travel regulations but would be normally indefensible
since the mere payment of import duties generally greatly enhances
the local value of the personal property of the individual. Never-
theless, it is obvious that the government should and must pay
these taxes if a vehicle must be provided the agent for official
business. In the past, this has been accomplished either by speci-
fic authorization and inclusion in the Agent contract or by special
approval of claims submitted.. In cases where the payment of import
duties is authorized by contract, the interests of the government
have been fully protected by stipulating that the duties paid are
refundable to the government when and if the vehicle is sold abroad.
Whether or not this provision is enforced or whether the same sti-
pulation is provided on special authorizations on claims is not
known. In any event, consistency of Agency policy is clearly es-
sential.
6. Where the use of an automobile is not essential to the
performance of the duties of the individual Et it is more ex-
peditious, more secure, and. perhaps more economical to authorize
the use of personal vehicles for official business rather than
utilize local transportation. Under these circumstances, payment
by the government of the transportation cost and reimbursement for
actual mileage on official business is all that is reasonable and
warranted.
7. Problem--Agency policy and. urocedures are not sufficiently
clear to secure an objective determination:as to the essentiality of
the vehicle and the contracting and financial procedures are not
adequate to administer the situation properly,
8. Recommendation--Immediate study of problem with view to-
ward drafting a proposed policy and procedure for adoption and im-
plementation.
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Sanitized - Approved For Release : CIA-RDP56-00071AO00100040004-0