HANDBOOK FOR EMPLOYEES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A000600100001-5
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 27
• Document Creation Date: December 9, 2016
• Document Release Date: May 18, 2000
• Sequence Number: 1
• Publication Date: December 15, 1948
• Content Type: MISC

HANDBOOK FOR
EMPLOYEES
(For official use only)
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CENTRAL INTELLIGENCE AGENCY
 Central Intelligence Agency
Washington 25, D.C.
15 December 1948
To All Employees of CIA:
There is a big job being accomplished by CIA today. A bigger
job lies ahead. To'accomplish our mission will require the best
efforts of all of us.
The purpose of this booklet is to make available to you
information and Personnel Regulations of which you should have
knowledge. I believe this information will assist you in your
daily work and in turn make you a better employee for the Central
Intelligence Agency.
STATINTL
 The purpose of this booklet is to provide a quick and easy official ref-
erence to regulations and policies of the government service, the Civil Service
Commission and Central Intelligence Agency.
You will note that most sections are preceded or followed by the of-
ficial CIA publication numbers which cover subjects in full. By this means, the
booklet is also a reference guide to complete official instructions.
In the event questions arise which this booklet does not cover, you should
seek the advice of your immediate supervisor or the administrative officer of
your office or branch.
Policies and regulations change from time to time to meet changing con-
ditions. As cost of publication precludes frequent reproduction of this booklet,
you should note future changes in your handbook to keep it current and useful to
you.
 I THE CENTRAL INTELLIGENCE AGENCY AND ITS PLACE
IN THE NATIONAL SECURITY PROGRAM ......... 1
III EMPLOYMENT
EmplDyment ............................... 1
Trial Period ................................ 2
Training .................................. 2
Transfers within CIA ......................... 2
IV PROMOTIONS, DEMOTIONS AND SEPARATIONS
Decoctions ................................. 2
Involuntary Separations ........................ 3
Loyalty Board ............................... 3
VI EFFICIENCY RATINGS
Entrance Rating ............................. 4
Regular Rating: ......................... .... 4
Administrative Unofficial Ratings ................. 4
Notification of Ratings ........................ 4
Employee Safeguards in the Efficiency Rating System ... 5
Appeal to Efficiency Rating Committee and Board
of Review ............................... 5
How to Appeal .............................. 5
Time Limit ................................ 6
Appel.lant Representative ....................... 6
Evidence in an Appeal ......................... 6
Composition of Board of Review .................. 6
VII SALAR'Y' -- AWARDS AND REWARDS
Within-Grade Salary Advancement or In-Grade Promotions. 6
Retirement Deductions ......................... 7
Income Tax Deductions ......................... 7
Overtime .................................. 7
Holidays ........................ ........... 7
Pay Distribution ..... .......................... 7
Rewards for Superior Accomplishment and Suggestions . . .. 7
 VIII ATTENDANCE AND LEAVE
Hours and Work Week ........................ 8
Tardiness ................................ 8
Holidays ................................. 8
Leave -- General ........................... 8
Annual Leave .............................. 8
Availability of Annual Leave .................... 9
Sick Leave ................................ 9
Advanced Sick Leave ......................... 9
Leave without Pay ........................... 9
Maternity Leave ............................ 10
Court Leave ............................... 10
Terminal Pay .............................. 10
IX RETIREMENT
Disability Retirement ......................... 10
Age Retirement ............................. 11
Types of Annuity ............................ 11
Service Credit .............................. 11
Voluntary Contributions ........................ 11
Refunds ................................... 11
INJURIES SUSTAINED ON DUTY AND COMPENSATION
Obtaining Treatment .......................... 11
Reporting to Supervisor ....................... 12
Claims for Compensation ....................... 12
XIII MISCELLANEOUS
Personal Mail, Visitors, and Telephone Calls ......... 13
Personal Status Changes ....................... 13
Housing and Transportation ..................... 13
Credit Reference ............................ 13
Writing for Publication ........................ 13
Bulletin Boards ............................. 13
 Approved For Release 2000/08/2$: QIPIKIII]f2FIf RWADDDSDEMMENCE AGENCY AND ITS
PLACE IN THE NATIONAL SECURITY PROGRAM
The Central Intelligence Agency, formerly the Central Intelligence Group,
became a permanent and independent Government agency with the passage of the
authority of the National Security Act of 1947.
The Central Intelligence Agency was established under the National Sec-
urity Council "for the purpose of coordinating the intelligence activities of the
Government in the interest of national security."
The Classification Actwas originated as a working plan to relate salaries
to the character and importance of the work for which salaries were paid. It
established (1) the services within which all classified positions of the Federal
Civil Service fall; (2) the grades which are subdivisions of the services; (3) the
classes of similar positions within the services; (4) pay schedules; and (5) an
efficiency rating system.
The services provided for are the Professional and Scientific Service (P);
the Sub-professional Service (SP); Clerical, Administrative, and Fiscal Service
(CAF); Crafts, Protective, and Custodial Service (CPC); and the comparatively
small Clerical -Mechanical Service (CM).
(2) An efficiency rating system to measure the degree of an employee's
efficiency which will constitute grounds for an increase or decrease in the rate
of compensation paid him.
Because of the nature of the work, all positions within the Central In-
telligence Agency are excepted from the competitive Civil Service requirements
and examination. However, the appointing officer may, if he desires, fill any
position in the Agency, either by appointment through the competitive system
from a certificate of eligibles issued under authority of the Commission, by pro-
motion, transfer, or reinstatement in accordance with the Civil Service Rules
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 Approved For PaWdaR@R94 $49i?: C1ft WPM?&Pgfl6%1 01-career employees and persons el-
igible for appointment to a competitive position to retain or acquire a competitive
status; and no person need suffer loss of any civil service rights he may have,
or for which he may become eligible, by virtue of his employment in the Central
Intelligence Agency, except for certain categories of special contract employees.
Employment Procedure: All who apply and qualify for a position are
accorded careful consideration, and selection is made on the basis of merit and
fitness for the work.
Trial Period: Appointees who have not previously served a probationary
or trial period in the government service must serve a trial period of one year
during which their abilities and capabilities may be demonstrated. During this
time, special effort is made to provide new employees with guidance and neces-
sary training and to observe their work closely. If their services and conduct
have been satisfactory they are retained.
Training: Assisting and training employees to become increasingly pro-
ficient in their work is primarily the responsibility of supervisors.
Transfers within CIA: When an employee for any reason desires a trans-
fer to an-office ofthe Agency other than the one in which he is employed, he must
obtain the prior wtitten approval of the office in which he is employed and re-
port to the Chi el of Personnel Relations, Personnel Branch, who will render all
necessary assistance. (See Administrative Instructioi~ STATINTL
TINTL
It is the policy of the Central Intelligence Agency to fill vacancies when-
ever possible by the promotion or transfer of present employees. Promotion
is subject to the existence of a suitable vacancy, and complete qualification of
the individual in experience, personal achievement and demonstrated ability.
For further information concerning promotions see Administrative Instruction
Demotions: No large organization is static, and demotion actions are at
times administratively unavoidable. Normally in the event of demotion, the em-
ployee affected will be notified 30 days in advance in writing-of the job in which
he is to be placed, the salary he is to receive, and the effective date of the action.
When an employee is demoted for administrative reasons, his salary is
determined by allowing him credit toward within-grade advances for all service
previously performed in the grade to which he is demoted and in any higher grades
previously held. Salaries in cases of demotions for disciplinary reasons are set
at the minimum for the grade.
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If an employee is changed to a lower grade in order to permit him to ac-
cept a probational appointment, he is compensated at the salary in the lower
grade which is nearest, but not in excess of, his present salary.
Any employee may appeal a demotion under the Agency's grievance pro-
cedure. (See "Grievances and Complaints", and Administrative Instruction No.
ATINTL
ATINTL
Involuntary Separations: Section 102, paragraph (c), of the National Sec-
urity Act gives the Director of Central Intelligence the authority to terminate,
at his discretion, the services of any employee of the Agency. The paragraph
granting this authority reads as follows:
"Notwithstanding the provisions of section 6 of the Act of August 24, 1912
(37 Stat. 55) or the provisions of any other law, the Director of Central Intelli-
gence may, in his discretion, terminate the employment of any officer or employee
of the Agency whenever he shall deem such termination necessary or advisable
in the interests of the United States, but such termination shall not affect the
right of such officer or employee to seek or accept employment in any other de-
partment or agency of the Government if declared eligible for such employment
by the United States Civil Service Commission."
The usual practice, however, is to separate permanent veteran employees
for cause under the terms of section 14 of the Veterans' Preference Act of 1944,
which provides for a notice of proposed action, an opportunity to answer the charg-
es and the right to appeal to the Civil Service Commission. Non-veteran per-
manent employees are usually separated for cause in accordance with the Act
of August 24, 1912, which requires the filing of charges and gives the employee
an opportunity to answer the charges. Non-veteran employees do not have the
right to appeal to the Civil Service Commission. However, in order to assure
impartial review, an "Employment Review Board" has been established to ex-
amine certain cases of involuntary separation. (See Administrative Instruction
Loyalty Board: In accordance with the provisions of Executive Order No.
9835, CIA has established a "Loyalty Board" to review and adjudicate any such
cases that may arise. (See Administrative Instruction- STATINTL
An employee who is dissatisfied with his work relationships, working con-
ditions, or the status of his employment, may appeal to the Director through the
Personnel Relations Division for a settlement of his complaint or grievance.
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Before the facts of a case are presented to the Director for a decision, however, the -
employee should first obtain decisions in turn from (1) his immediate supervisor,
(2) the Chief of his Branch, and (3) the Assistant Director or Staff Chief of the
office in which he is employed. (See Administrative Instruction- STATIN'
The services of the Personnel Relations Division are always available
to employees having grievances and complaints.
The efficiency rating system has as its objective; efficiency, effective-
ness, and economy. Efficiency must not be overlooked. It is concerned with
results. The public interest comes first in the establishment and operation of
the system but the employee's interests, especially fair treatment, cannot be
divorced from the public interest.
Entrance Rating: An entrance rating is given an employee when he is
first assigned to a position. If the employee has a current official rating based
on work in a different position, he is given that rating as his Entrance Rating
with the exception that, if his present rating is "Unsatisfactory", his Entrance
Rating is raised to "Fair". If the employee has no current official rating, he
is assigned an Entrance Rating of "Good".
_Regular Rating:" A regular rating, based on at least 90 calendar days of
service, is required to be made six months after the employee is appointed or
changed from one position to another, and annually thereafter. A Regular Rating
is made for every employee six months after appointment, six months after each
change to a position of a different service, class, or grade, and annually there-
after.
Administrative Unofficial Ratings_ Such ratings are required only by
administrative authority, usually when supervision changes. They have none of
the legal characteristics of official ratings and are only of temporary value.
,Notificatio_ni of Ratings_ Employees are notified of their ratings in terms
of five adjectives; Excellent, Very Good, Good, Fair, and Unsatisfactory.
An "Excellent" rating is given when an employee is judged to be outstand-
ing in all the important phases of his work and not weak in any phase; "Very
Good", when an employee is judged outstanding in most of the important phases
of his work and not weak in any phase; "Good", for an employee when his per-
formance is fully satisfactory, although not outstanding as described above. This
rating means that ar., employee met or slightly surpassed the requirements of his
job.
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An employee is assigned a "Fair" rating when his performance in his
job is not fully satisfactory. He has displayed little or no outstanding ability to
compensate for weakness of performance. This rating will permit retention in
the service without granting eligibility for periodic salary advancement and, fur-
ther, if the employee is paid at a rate above the middle of his grade, will require
reduction to the next lowest salary step. An "Unsatisfactory" rating is given
employees who are weak in the most important phases of their work and whose
rating is "Unsatisfactory" is not permitted to remain in his position. He may
be separated from the service, reassigned, or demoted to a position for which
he is qualified and in which satisfactory performance could be expected. If re-
assigned and not demoted, he is paid at the minimum rate in the new position:
if he is demoted, he is paid at a rate not in excess of the middle rate for the low-
er grade.
The efficiency rating is an evaluation of the employee's workperformance,
which is measurable by a standard of reasonable job requirements. The duties
and responsibilities of a position must be established and understood by the in-
cumbent of the position and his supervisor in order that the supervisor may judge
fairly the degree of efficiency with which the duties and responsibilities are being
performed.
Employee Safeguards in the Efficiency RatiiW tem: An employee may
request, in conformity with existing law, to inspect a record of the names and
the adjective ratings of other employees of the Agency. This record is kept in
the Personnel Relations Division. Also, an employee is permitted to inspect his
own report of efficiency rating (Standard Form 51) or a copy thereof. He may ap-
peal if he does not agree with the rating assigned him by the rating official. In
addition, the Agency requires supervisors to discuss with employees all weak-
nesses of performance sufficientto require a "Fair" or "Unsatisfactory" rating
at least three months prior to the time a rating is due.
Appeal to Efficiency Rating Committee and Board of-Review: An employee
may request the Efficiency Rating Committee to consider changing his rating.
If the Efficiency Rating Committee does not adjust the employee's rating to his
satisfaction, or if the employee does not desire to appeal first to the Efficiency
Rating Committee, he may appeal to the Board of Review. There is no appeal from
the decision of the Board of Review.
How to Appeal: Whether an appeal is direct to the Chairman, Efficiency
Rating Committee, or the Chairman, Board of Review, the appeal should be in
the form of a written statement prepared in triplicate. All appeals are submit-
ted to the Chief, Personnel Branch and will contain the following information:
Appellant's name: Organization unit in which the
Mailing address: rating was assigned:
Classification grade in which rated: Reason for appeal:
Date notified of efficiency rating:
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ime im- ? An appeal shoal a failed within 90 days after the employee
is notified of his rating. However, an appeal addressed first to the Efficiency
Rating Committee in no way jeopardizes an employee's right to appeal to the
Board of Review.
Appeals are heard in order of their receipt, except that appeals from
"Unsatisfactory" ratings filed within fifteen days after the employee receives
notice of the rating, are given precedence. Anemployee will be notified of the
time and place of the hearing of his appeal three days in advance of the date.sched-
uled.
Appellant Representative: Each employee is entitled to have a represen-
tative of his own choosing serve as consultant or advisor and to appear with him
at the hearing before the Board of Review.
Evidence in an A,!peal:. Oral and written evidence both are admissible
in an appeal before the Board of Review. No evidence is received orally for the
purpose of reaching a decision unless received in the presence of the appellant
or his representative and the Department representative.
Compositior, of Board of Review: The Board of Review is composed of
a member elected by the employees of the Agency, a member appointed by the
Agency, and a Chairman designated by the Civil Service Commission. Alternate
members are provided for principal members. Personnel desiring complete in-
formation on this subject should consult their Administrative Office the Person-
nel Relations Division and study Administrative Instruction
STATINTL
The current salary rates authorized by the Classification Act, are con-
tained in the "United States Government Salary Tables" published by the Gen-
eral Accounting Office. A copy of this table is available in every Administrative
Office.
Within-Grade Salary Advancement or In-Grade Promotions: All new ap-
pointments (transfers, promotions, demotions, re -employment, re-appointments,
and reinstatements are not considered new appointments) are required to be made
at the minimum rat,? of the grade. An employee continuously employed without
advance in salary for a period of 12 months (18 months if grade P-4, CAF-11 or
above) will receive a within-grade salary advancement, provided his efficiency
rating is "Good" or better and his conduct is certified to be satisfactory, until
the maximum rate of pay for his grade is reached. Note: When an in-grade pro-
motion is approved and processed a salary change will not occur until the first
pay period following the effective date.
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Bremen e u~ per en 5bf each permanent employee's base
Q4c;t~RA0
e
annual salary is deducted for retirement purposes. Temporary employees (those
serving under appointments limited to less than a year's duration) may have de-
ductions taken from their salary if they have retirement status on the basis of
previous Federal service.
Income Tax Deductions: Approximately 20 percent of an employee's sal-
ary, less personal and dependency exemptions, is withheld under the Revenue
Act. If any change occurs in a person's family status (as a result of marriage,
divorce, separation, death, or birth of a child( which would alter his claim to ex-
emption, he should file a new Employee's Withholding Exemption Certificate,
Form W-4. These forms may be obtained from your Administrative Officer.
Withholding of this tax from an employee's salary does not relieve him
of the necessity of filing income tax returns each year.
Overtime: Approved overtime work will be paid at authorized rates or
compensatory time off may be allowed.
Holidays: An employee must be paid holiday rates for approved work
performed for that portion of his 8 hour tour of duty which actually falls within
a 24-hour holiday period.
_Pay Distribution: Salary checks are distributed every other Friday by
the Payment and Leave Clerk of the Branch, Division or Office in which the em-
ployee works. Erroneous salary payments should be reported immediately to
the Payment and Leave Clerk in order that prompt adjustments may be made.
Rewards for Superior Accomplishment and Suggestions: Any employee
who makes a suggestion which is adopted for use in the Agency and has resulted
or will result in improvement or economy in the operations of the Agency through
monetary savings, increased efficiency, conservation of property, improved em-
ployee working conditions, better service to the public, etc. shall be eligible for
consideration for a cash reward. The maximum award for any one suggestion is
$1,000.
Suggestions should be submitted to the CIA Mangement Officer, in dup-
An employee may become eligible for an additional one-step pay increase
during each 12 or 18 months, as the case may be, on the basis of superior accom-
plishment. No pay increase for superior accomplishment may be made which
would raise the employee's salary above the maximum for his grade. If a grade
promotion resulting in a salary increase has been granted since the cause for
the pay increase for superior accomplishment occurred, no pay increase for
superior accomplishment will be granted in the new grade.
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 An employee whose services ~1 meet the requirements for an "Ex-
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a rating, is eligible for such an increase. The employee's supervisor and the
other officials of his office must submit written evidence which clearly indicates
the basis for such a recommendation.
No rewards mentioned are made to an employee for any performance which
represents a part of the normal re uirements of the duties of his position. (See
Administrative Instructio
STATINTL
Hours and Work Week: The basic work week for a full-time employee
is 40 hours. Normal duty hours are f rom 8:30 a. m. to 5:00 p.m., Monday through
Friday. One-half hour is allowed for lunch.
Tardiness:: Under ordinary circumstances, unavoidable or necessary
absence from duty of 30 minutes or less is either excused for adequate reasons
or handled administratively by requiring additional work. If this privilege is a-
bused, such absences are handled administratively by a charge against annual
leave, or by disciplinary action. One hour may be charged against annual leave
for any fraction of an hour's absence.
Holidays: The following days are observed as holidays by the offices of
the Federal Government:
January 1 - New Year's Day
February 2,2 - Washington's Birthday
May 30 - Decoration Day
July 4 - Independence Day
First Monday of September - Labor Day
November 11 - Armistice Day
Fourth Thursday of November - Thanksgiving Day
December 25 - Christmas Day
Whenever a legal holiday falls on a Sunday, the following day is consid-
ered a holiday, provided the regularly scheduled work week does not include
Sunday.
STATINTL
encourage wise use of the leave privilege. (See Administrative Instruction No.
Annual Leave: Permanent employees are entitled to 26 days annual leave
with pay each calendar year. This leave accrues at the rate of one day of leave
for each bi-weekly period. Temporary employees (those appointed for aperiod
not exceeding one year) are entitled to two and one-half days annual leave for each
 Approved For Rele 2 FIB:EMAHt9P.7810n'>uidomeioo0ltiiwes to be earned by an employee while
on a leave-with-pay status, provided he returns to duty. An employee on leave
without pay because of injury received in the line of duty is not penalized; he is
credited upon his return to duty with accrued leave covering the period for which
he was paid disability compensation by the Bureau of Employee's Compensation.
Annual leave which is not used during the calendar year in which it is
earned may be carried forward as accumulated leave for use in succeeding
years up to a maximum of 60 days. During the emergency period which ended
July 25, 1947, it was possible to accumulate an additional 30 days. Additional
leave accumulated during that period may be carried forward until used.
Availability of Annual Leave: During the first year of government service,
annual leave is available to permanent employee only in the amount which has
accrued. After the first year, the total credit for a calendar year is made avail-
able to him at the beginning of that year. Annual leave granted in advance of its
accrual and not earned during the remainder of the year must be liquidated by
refund.
Annual leave becomes available to temporary employees only when it is
actually earned.
Annual leave may be taken only with the prior approval of the employee's
supervisor. The minimum charge for leave is one hour.
Sick Leave: Permanent and temporary employees accrue sick leave at
the rate of one and one-fourth days each month. Not more than 90 days may be
carried forward from one month to another.
Sick leave is granted to employees when they are incapacitated for the
performance of their duties by sickness or are absent for medical examination
or treatment.
When absent on account of illness, an employee must notify his supervisor
on the first day of his absence, or as soon thereafter as possible.
A person requiring more than three consecutive days of sick leave should
furnish a medical certificate within fifteen days after his return to duty.
Advanced Sick Leave: After a permanent employee has exhausted his sick.
leave, advanced sick leave totaling not more than 30 days may be granted in the
event the employee has a serious disability or ailment, and only upon the under-
standing that the total advance will be charged 'to sick leave subsequently earned.
.ai_Vhout_ Pay: Leave without pay may be granted an employee
whether or not he has annual or sick leave to his credit. Such leave, however,
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Should an employee fail to return to duty after a period of leave without
pay or to obtain approval for additional leave, he is separated from the rolls of
the Agency by reason of "abandonment of position".
Maternity Leave: Maternity leave normally is not granted for a period
in excess of six months. A medical certificate must accompany all requests for
maternity leave.
Maternity leave may include accumulated sick and annual leave and leave
without pay.
Court Leave:_ Court leave is granted to permanent employees for attending
court as a witness on behalf of the United States or the Government of the District
of Columbia, or for jury duty. While on such duty a permanent employee receives
his regular pay and no charge against leave 4s made. Temporary, substitute or
"when actually employed"_ personnel are not entitled to court or jury leave of
absence with pay.
An employee may be regarded as in active duty status for court service
and no leave charged if the value of the employee's testimony arises from his
official capacity and he is subpoenaed solely because of and to testify in that
capacity.
An employee who appears in court as a witness, plaintiff, defendant or
,juror should report the matter to the Executive for Inspection and Security prior
to his appearance in court.
Terminal Pay: A lump sum payment is made for accumulated annual
leave when an employee is separated from the Federal service, or when trans-
ferred between positions which are under different leave systems.
An employee who has served five years or more in the Federal Civil Ser-
vice and has been subject to the Retirement Act has a vested right to future
annuity.
Disability Retirement: An employee who has completed five years of
creditable service is eligible for disability retirement should he become totally
disabled for useful and efficient service in his position or in any other position
of the same grade or class. The disability must not be the result, however, of
vicious habits, intemiperance, or willful misconduct on his part. Applications for
disability retirement; must be made within six months after separation from ser-
vice.
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Age Retirement: Employees subject to the terms of the Civil Service Re-
tirement Act, with certain exceptions, are automatically separated for retire-
ment at the end of the month following their seventieth birthday.
Types of Annuity_ At time of retirement, an applicant for annuity has the
right to choose one of three types. He may choose a "Life Annuity" which will
continue during his lifetime; or, under certain conditions, retiring employees may
desire to choose a `Reduced Annuity with Benefit to Widow," available to retir-
ing male employees, or a "Reduced Annuity with Benefit toPersonNamed", avail-
able to unmarried male or female employees. Either of the last two types would
decrease the annuity received during the person's lifetime, but would assure
continued payment of the annuity after his death to a designated beneficiary.
Service Credit: Credit is allowed for all civilian service in the executive,
legislative, and judicial branches of the Federal Government and in the District
of Columbia Government.
Credit is allowed, also, for all active honorable military or naval service
rendered prior to separation from a position under the Civil Service Retirement
Act.
Voluntary Contributions: Employees under the Retirement Act may make
voluntary contributions to the fund in order to purchase increased annuity. Such
contributions earn 3 per cent interest compounded annually, and extra contribu-
tions will be paid to beneficiaries (or estate) with interest. Such contributions
may be withdrawn only upon ?bsolute separation from the service before eligi-
bility for retirement or upon transfer to a position not within the purview of the
Retirement Act.
Refunds: An employee who becomes absolutely separated from the ser-
vice before he has completed an aggregate of 20 years of creditable civilian ser -
vice under the government is entitled to receive a refund covering the entire
period involved.
Complete details and rate tables are contained in the folder titled "Cer-
tificate of Membership inthe U.S. Civil Service Retirement System -- Standard
Form 105" which was furnished you. Also, you may consult your administrative
officer or the Personnel Relations Division.
X INJURIES SUSTAINED ON DUTY AND COMPENSATION
Under the terms of the United States Employee's Compensation Act, civil-
ian employees of the government are entitled to medical, surgical and hospital
service for injuries incurred in the performance of official duties.
Obtaining Treatment: An employee who sustains an injury in the line of
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duty should report io the Emergency Room for preliminary examination and first-
aid treatment. Should the Emergency Room be closed, the employee may obtain
treatment at the U. S. Public Health Service Dispensary, Railroad Retirement
Building. If injury is sustained in the line of duty at a time when neither is open,
treatment should be obtained at Providence Hospital.
Reporting_ to Supervisor: Any injury received by an employee in the per-
formance of his duties should be reported to his immediate supervisor within
48 hours on Form CA-l, Employee's Notice of Injury. The supervisor prepares
Form CA-2, Official Supervisor's Report of Injury. When completed these re-
ports should be submitted to the Office of the General Counsel. It is important
that the employee's report of his injury be made within 48 hours. Avoidable
failure to comply withthis requirement may result in disallowance of an employ-
ee's claim for compensation benefits.
Claims for Compensation: If an injury results in the incapacitation of an
employee fora period of time, and/or partial or complete disability and medical-
services, or hospitalization, are required or time and/or wages are lost, a claim
for compensation benefits may be filed on Form CA-4, Claim for Compensation
on Account of Injury. Compensation Forms CA-l, CA-2 and CA-4 are obtain-
able from the office of the General Counsel.
An employee may choose between benefits under the Employee's Compen-
sation Act and annuity under the Civil Service Retirement Act if he is eligible
for each of them. He may select the greater benefit, but he is not entitled to
compensation from both sources for the same period of time.
The Federal Credit Union is a cooperative association of employees or-
ganized to promote thrift among its members and to create a source of credit
for useful and proviident purposes. It is chartered and supervised by the govern-
ment through the Federal Deposit Insurance Corporation. All CIA civilian em-
ployees are eligible for membership in the Credit Union (which at present is
located in Central Building.) Full membership rights are obtained by completing
an application for membership and payment of a 25 cent entrance fee, and a mini-
mum of 25 cents toward the purchase of a $5.00 share in the Credit Union. A
member may accumulate savings through the purchase of shares, participate in
dividends on the basis of the number of full shares owned, and borrow money for
any useful purpose.
The Credit Union is a non-profit association organized with the object
of rendering service to its members.
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An employee is assigned a "Fair" rating when his performance in his
job is not fully satisfactory. He has displayed little or no outstanding ability to
compensate for weakness of performance. This rating will permit retention in
the service without granting eligibility for periodic salary advancement and, fur-
ther, if the employee is paid at a rate above the middle of his grade, will require
reduction to the next lowest salary step. An "Unsatisfactory" rating is given
employees who are weak in the most important phases of their work and whose
rating is "Unsatisfactory" is not permitted to remain in his position. He may
be separated from the service, reassigned, or demoted to a position for which
he is qualified and in which satisfactory performance could be expected. If re-
assigned and not demoted, he is paid at the minimum rate in the new position;
if he is demoted, he is paid at a rate not in excess of the middle rate for the low-
er grade.
The efficiency rating is an evaluation of the employee's work performance,
which is measurable by a standard of reasonable job requirements. The duties
and responsibilities of a position must be established and understood by the in-
cumbent of the position and his supervisor in order that the supervisor may judge
fairly the degree of efficiency with which the duties and responsibilities are being
performed.
Employee Safeguards in the Efficien~_Rating Sstem. An employee may
request, in conformity with existing law, to inspect a record of the names and
the adjective ratings of other employees of the Agency. This record is kept in
the Personnel Relations Division. Also, an employee is permitted to inspect his
own report of efficiency rating (Standard Form 51) or a copy thereof. He may ap-
peal if he does not agree with the rating assigned him by the rating official. In
addition, the Agency requires supervisors to discuss with employees all weak-
nesses of performance sufficient to requirea "Fair" or "Unsatisfactory" rating
at least three months prior to the time a rating is due.
Appeal to Efficiency Rating Committee and Board of Review: An employee
may request the Efficiency Rating Committee to consider changing his rating.
If the Efficiency Rating Committee does not adjust the employee's rating to his
satisfaction, or if the employee does not desire to appeal first to the Efficiency
Rating Committee, he may appeal to the Board of Review. There is no appeal from
the decision of the Board of Review.
How to Appeal:_ Whether an appeal is direct to the Chairman, Efficiency
Rating Committee, or the Chairman, Board of Review, the appeal should be in
the form of a written statement prepared intriplicate. All appeals are submit-
ted to the Chief, Personnel Branch and will contain the following information:
Appellant's name: Organization unit in which the
Mailing address: rating was assigned:
Classification grade in which rated: Reason for appeal:
Date notified of efficiency rating:
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 Approved For Release 2009M?8L { D~k7 A ~ MMR?filed within 90 days after the employee
is notified of his rating. However, an appeal addressed first to the Efficiency
Rating Committee in no way jeopardizes an employee's right to appeal to the
Board of Review.
Appeals are heard in order of their receipt, except that appeals from
"Unsatisfactory" ratings filed within fifteen days after the employee receives
notice of the rating, are given precedence. An employee will be notified of the
time and place of the hearing of his appeal three days in advance of the date.sched-
uled.
Appellant Representative: Each employee is entitled to have a represen-
tative of his own choosing serve as consultant or advisor and to appear with him
at the hearing before the Board of Review.
Evidence in an A :seal: Oral and written evidence both are admissible
in an appeal before the Board of Review. No evidence is received orally for the
purpose of reaching a decision unless received in the presence of the appellant
or his representative and the Department representative.
Composition of Board of Review: The Board of Review is composed of
a member elected by the employees of the Agency, a member appointed by the
Agency, and a. Chairman designated by the Civil Service Commission. Alternate
members are provided for principal members. Personnel desiring complete in-
formation on this subject should consult their Administrative Office the Pers
nel Relations Division and study Administrative Instruction
17II SALARY -- AWARDS AND REWARDS
STATINTL
The current salary rates authorized by the Classification Act, are con-
tained in the "United States Government Salary Tables" published by the Gen-
eral Accounting Office. A copy of this table is available in every Administrative
Office.
Within-Grade Salary Advancement or In-Grade Promotions: All new ap-
pointments (transfers, promotions, demotions, re-employment, re-appointments,
and reinstatements are not considered new appointments) are required to be made
at the minimum rate of the grade. An employee continuously employed without
advance in salary for a period of 12 months (18 months if grade P-4, CAF-11 or
above) will receive a within-grade salary advancement, provided his efficiency
rating is "Good" or better and his conduct is certified to be satisfactory, until
the maximum rate cf pay for his grade is reached. Note: When an in-grade pro-
motion is approved and processed a salary change will not occur until the first
pay period following the effective date.
6
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i
annual salary is deducted for retirement purposes. Temporary employees (those
serving under appointments limited to less than a year's duration) may have de-
ductions taken from their salary if they have retirement status on the basis of
previous Federal service.
Income Tax Deductions: Approximately 20 percent of an employee's sal -
ary, less personal and dependency exemptions, is withheld under the Revenue
Act. If any change occurs in a person's family status (as a result of marriage,
divorce, separation, death, or birth of a child( which would alter his claim to ex-
emption, he should file a new Employee's Withholding Exemption Certificate,
Form W-4. These forms may be obtained from your Administrative Officer.
Withholding of this tax from an employee's salary does not relieve him
of the necessity of filing income tax returns each year.
Overtime: Approved overtime work will be paid at authorized rates or
compensatory time off may be allowed.
Holidays: An employee must be paid holiday rates for approved work
performed for that portion of his 8 hour tour of duty which actually falls within
a 24-hour holiday period.
P Distribution: Salary checks are distributed every other Friday by
the Payment and Leave Clerk of the Branch, Division or Office in which the em-
ployee works. Erroneous salary payments should be reported immediately to
the Payment and Leave Clerk in order that prompt adjustments may be made.
Rewards for Superior Accomplishment and Suggestions: Any employee
who makes a suggestion which is adopted for use in the Agency and has resulted
or will result in improvement or economy in the operations of the Agency through
monetary savings, increased efficiency, conservation of property, improved em-
ployee working conditions, better service to the public, etc. shall be eligible for
consideration for a cash reward. The maximum award for any one suggestion is
$1,000.
licate.
Suggestions should be submitted to the CIA Mangement Officer, in dup-
An employee may become eligible for an additional one-step pay increase
during each 12 or 18 months, as the case may be, on the basis of superior accom-
plishment. No pay increase for superior accomplishment may be made which
would raise the employee's salary above the maximum for his grade. If a grade
promotion resulting in a salary increase has been granted since the cause for
the pay increase for superior accomplishment occurred, no pay increase for
superior accomplishment will be granted in the new grade.
7
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 Approved For Re seeMOMI28npt only meetthe requirements for an "Ex-
CIA-RDP7,l l,iiw,~'gp t, g,t bttl&snction among those who are given such
T i b# ~~nn se. The employee's supervisor and the
other officials o;fhis office must submit written evidence which clearly indicates
the basis for such a recommendation,
No rewards mentioned are made to an employee for any performance which
represents a part of the normal re uirements of the duties of his position. (See
STATI NTL Administrative lnstructio
Hours and Work Week: The basic work week for a full-time employee
is 40 hours. Normal duty hours are from 8:30 a, m. to 5:00 p.m., Monday through
Friday. One-half hour is allowed for lunch.
Tardine,uL Under ordinary circumstances, unavoidable or necessary
absence from duty of 30 minutes or less is either excused for adequate reasons
or handled administratively by requiring additional work. If- this privilege is a-
bused, such absences are handled administratively by a charge against annual
leave, or by disciplinary action. One hour may be charged against annual leave
for any fraction of an hour's absence,
Holidays;: The following days are observed as holidays by the offices of
the Federal Government:
January 1 - New Year's Day
February 22 - Washington's Birthday
May 30 - Decoration Day
July 4 - Independence Day
First Monday of September - Labor Day
November 11 - Armistice Day
Fourth Thursday of November - Thanksgiving Day
December 25 - Christmas Day
Whenever a legal holiday falls on a Sunday, the following day is consid-
ered a holiday, provided the regularly scheduled work week does not include
Sunday.
Leave -- General: It is the policy and responsibility of the Agency to
encourage wise use of the leave privilege. (See Administrative Instruction No.
FATINTL
Annual Leave: Permanent employees are entitled to 26 days annual leave
with pay each calendar year. This leave accrues at the rate of one day of leave
for each bi-weekly period. Temporary employees (those appointed for a period
not exceeding one year) are entitled to two and one-half days annual leave for each
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 Approved For Reldnih fl00dt18AAse1781+O~1R1ghbO06UWUdLti4es to be earned by an employee while
on a leave-with-pay status, provided he returns to duty. An employee on leave
without pay because of injury received in the line of duty is not penalized; he is
credited upon his return to duty with accrued leave covering the period for which
he was paid disability compensation by the Bureau of Employee's Compensation.
Annual leave which is not used during the calendar year in which it is
earned may be carried forward as accumulated leave for use in succeeding
years up to a maximum of 60 days. During the emergency period which ended
July 25, 1947, it was possible to accumulate an additional 30 days. Additional
leave accumulated during that period may be carried forward until used.
Availability of Annual Leave: During the first year of government service,
annual leave is available to permanent employee only in the amount which has
accrued. After the first year, the total credit for a calendar year is made avail -
able to him at the beginning of that year. Annual leave granted in advance of its
accrual and not earned during the remainder of the year must be liquidated by
refund.
Annual leave becomes available to temporary employees only when it is
actually earned.
Annual leave may be taken only with the prior approval of the employee's
supervisor. The minimum charge for leave is one hour.
Sick Leave: Permanent andtemporary employees accrue sick leave at
the rate of one and one-fourth days each month. Not more than 90 days may be
carried forward from one month to another.
Sick leave is granted to employees when they are incapacitated for the
performance of their duties by sickness or are absent for medical examination
or treatment.
When absent on account of illness, an employee must notify his supervisor
on the first day of his absence, or as soon thereafter as possible.
A person requiring more than three consecutive days of sick leave should
furnish a medical certificate within fifteen days after his return to duty.
Advanced Sick Leave: After a permanent employee has exhausted his sick,
leave, advanced sick leave totaling not more than 30 days may be granted in the
event the employee has a serious disability or ailment, and only upon the tinder-
standingthat the total advance will be charged to sick leave subsequently earned.
_Leave Without Pay:_. Leave without pay may be granted an employee
whether or not he has annual or sick leave to his credit. Such leave, however,
9
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 Approved For Release 2000fU8/ZS'taQ=RDP78-847iStW10'1bo0U1-Siscretion.
Should an employee fail to return to duty after a period of leave without
pay or to obtain approval for additional leave, he is separated from the rolls of
the Agency by reason of "abandonment of position".
Maternity Leave: Maternity leave normally is not granted for a period
in excess of six months. A medical certificate must accompany all requests for
maternity leave.
Maternity leave may include accumulated sick and annual leave and leave
without pay.
Court Leave Court leave is granted to permanent employees for attending
court as a witness onbehalf of the United States or the Government of the District
of Columbia, or for jury duty. While on such duty a permanent employee receives
his regular pay and no charge against leave 4s made. Temporary, substitute or
"when actually employed"_ personnel are not entitled to court or fury leave of
absence with pay.
An employee may be regarded as in active duty status for court service
and no leave charged if the value of the employee's testimony arises from his
official capacity and he is subpoenaed solely because of and to testify in that
capacity.
An employee who appears in court as a witness, plaintiff, defendant or
juror should report the matter to the Executive for Inspection and Security prior
to his appearance ir., court.
Terminal PUL. A lump sum payment is made for accumulated annual
leave when an employee is separated from the Federal service, or when trans-
ferred between positions which are under different leave systems.
IX RETIREMENT
-An employee who has eerved five years or more in the Federal Civil Ser-
vice and has been subject to the Retirement Act has a vested right to future
annuity.
Disability Retirement: An employee who has completed five years of
creditable service is eligible for disability retirement should he become totally
disabled for useful and efficient service in his position or in any other position
of the same grade or class. The disability must not be the result, however, of
vicious habits, intemperance, or willful misconduct on his part. Applications for
disability retirement must be made within six months afterseparation from ser-
vice.
10
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Age Retirement: Employees subject to the terms of the Civil Service Re-
tirement Act, with certain exceptions, are automatically separated for retire-.
ment at the end of the month following their seventieth birthday.
Types of Annuit, At time of retirement, an applicant for annuity has the
right to choose one of three types. He may choose a "Life Annuity" which will
continue during his lifetime; or, under certain conditions, retiring employees may
desire to choose a "Reduced Annuity with Benefit to Widow," available to retir-
ing male employees, or a "Reduced Annuity with Benefit toPersonNamed", avail-
able to unmarried male or female employees. Either of the last two types would
decrease the annuity received during the person's lifetime, but would assure
continued payment of the annuity after his death to a designated beneficiary.
Service Credit: Credit is allowed for all civilian service in the executive,
legislative, and judicial branches of the Federal Government and in the District
of Columbia Government.
Credit is allowed, also, for all active honorable military or naval service
renderedprior to separationfrom aposition under the Civil Service Retirement
Act.
Voluntary Contributions: Employees under the Retirement Act may make
voluntary contributions to the fund in order to purchase Increased annuity. Such
contributions earn 3 per cent interest compounded annually, and extra contribu-
tions will be paid to beneficiaries (or estate) with interest. Such contributions
may be withdrawn only upon . bsolute separation from the service before eligi-
bility for retirement or upon transfer to a position not within the purview of the
Retirement Act.
Refunds: An employee who becomes absolutely separated from the ser-
vice before he has completed an aggregate of 20 years of creditable civilian ser-
vice under the government is entitled to receive a refund covering the entire
period involved.
Complete details and rate tables are contained in the folder titled "Cer-
tificate of Membership inthe U.S. Civil Service Retirement System -- Standard
Form 105" which was furnished you. Also, you may consult your administrative
officer or the Personnel Relations Division.
X INJURIES SUSTAINED ON DUTY AND COMPENSATION
Under the terms of the United States Employee's Compensation Act, civil-
ian employees of the government are entitled to medical, surgical and hospital
service for injuries incurred in the performance of official duties.
Obtaining Treatment: An employee who sustains an injury in the line of
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duty should report to the Emergency Room for preliminary examination and first-
aid treatment. Should the Emergency Room be closed, the employee may obtain
treatment at the U. S. Public HealthService Dispensary, Railroad Retirement
Building. If injury is sustained in the line of duty at a time when neither is open,
treatment should be obtained at Providence Hospital.
Reporting_ to Supervisor: Any injury received by an employee in the per-
formance of his duties should be reported to his immediate supervisor within
48 hours on Form CA-1, Employee's Notice of Injury. The supervisor prepares
Form CA-2, Official Supervisor's Report of Injury. When completed these re-
ports should be submitted to the Office of the General Counsel. It Is important
that the employee's report of his injury be made within 48 hours. Avoidable
failure to comply withthis requirement may result in disallowance of an employ-
ee's claim for compensation benefits.
Claims for Compensation: If an injury results in the incapacitation of an
employee for a period of time, and/or partial or complete disability and medical-
services, or hospitalization, are required or time and/or wages are lost, a claim
for compensation benefits may be filed on Form CA-4, Claim for Compensation
on Account of Injury. Compensation Forms CA-l, CA-2 and CA-4 are obtain-
able from the office of the General Counsel.
An employee may choose between benefits under the Employee's Compen-
sation Act and annuity under the Civil Service Retirement Act if he is eligible
for each of them, He may select the greater benefit, but he is not entitled to
compensation from both sources for the same period of time.
The Federal Credit Union is a cooperative association of employees or-
ganized to promote thrift among its members and to create a source of credit
for useful and provident purposes. It is chartered and supervised by the govern-
ment through the Federal Deposit Insurance Corporation. All CIA civilian em-
ployees are eligible for membership in the Credit Union (which at present is
located in Central Building.) Full membership rights are obtained by completing
an application for membership and payment of a 25 cent entrance fee, and a mini-
mum of 25 cents toward the purchase of a $5.00 share in the Credit Union. A
member may accumulate savings through the purchase of shares, participate in
dividends on the basis of the number of full shares owned, and borrow money for
any useful purpose.
The Credit Union is a nonprofit association organized with the object
of rendering service to its members.
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Employees may authorize regular allotments from their salary to be
applied toward the purchase of U. S. Savings Bonds. When allotments total the
purchase price of a bond of the denomination desired, the bond will be delivered
to him personally or sent to his residence by mail.
XIII MISCELLANEOUS
Personal MaiyVisitors and Telephone Calls: Employees will not have
personal mail addressed to them at the office, nor will they permit personal
visitors while at work. Outgoing personal telephone calls should be made through
pay stations. When advertising in newspapers, an employee will not use a CIA
telephone number for receipt of calls in connection with the advertisement.
Personal Status Changes: Employees should give immediate notice to
their respective administrative officers of change of address; change of name
due to court order or marriage; or change of home telephone.
Housing and Transportation: The cooperation of all Central Intelligence
employees is solicited in the matter of listing available vacant rooms, apartments,
or houses of which they have knowledge with the Personnel Relations Division.
Every effort will be made by this Division to assist employees in obtaining ade-
quate housing accomodations. Also, employees who drive and who have space
for additional passengers are encouraged to notify the Personnel Relations Divi-
sion.
Credit Reference: If an employee uses the Agency fora credit reference,
he should have the inquiry directed to:
STATINTL Assistant Personnel Officer
Central Intelligence Agency
2430 E Street, N. W.
Washington 25, D. C.
Writing for Publication: Any employee writing for publication, other than
official business, shall prior to publication secure the approval of the Director
of Central Intelligence by submitting a copy of the manuscript through the appro-
priate Assistant Director and the Executive for Inspection and Security.
Bulletin Boards: Bulletin boards are located in the buildings of the Agency
and contain current information of a wide variety. Personnel Relations Division
is responsible for material on these boards, and the approval of that office is re-
quired before any material may be posted.
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CIA Reproduction