EXPEDITED PAYMENT OF VENDOR INVOICES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05054A000100100002-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 12, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 2
• Publication Date: December 18, 1975
• Content Type: REGULATION

Approved For-Release 2001/11/01: CIA-RDP78-05054A000100100002-5
INSTRUCTION NO. LI 45-23
LI 45-23 LOGISTICS
18 December 1975
SUBJECT: Expedited Payment of Vendor Invoices
1. GENERAL
The Deputy Director for Administration has approved certain operating
principles which will permit the expedited payment of invoices sub-
mitted by selected vendors. This instruction establishes conditions,
responsibilities, and basic procedures to implement that approved
payment system, particularly as it applies to items subject to test
and inspection (T&I) prior to formal acceptance by the Agency.
2. POLICY
a. The following clause will be added to the provisions of contracts,
subject to this expedited-payment authority:
"In consideration for the lengthy period of time required
to perform acceptance testing on certain items deliverable
hereunder, the sponsor agrees to provide to the contractor
expedited payments wherein the sponsor will, upon receipt of
a proper invoice, pay the contractor upon delivery of mate-
rial(s) prior to inspection and final acceptance, with the
understanding and agreement that the sponsor reserves the
fight subsequent thereto to reject any item for any defect
in material or workmanship or nonconformance with the spec-
ifications or other requirements hereunder. The contractor
agrees to correct or replace all items rejected within a
reasonable time after rejection at no additional cost to the
sponsor."
b. Production contracting elements, when executing contracts on be-
half of the Agency, will selectively exercise the expedited-
payment clause of the contract provisions when the financial
stature of the contractor is such that the interests and recourses
of the Agency will be protected. The contracting officer will
determine when the expedited-payment provision will be exercised.
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100002-5
 Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100002-5
INSTRUCTION NO. LI 45-23
LI 45-23 LOGISTICS
18 December 1975
C. Materiel to be delivered under an expedited-payment contract
d. Contracts utilizing the expedited-payment clause will be so
identified by the contracting element so that copies distrib-
uted to Central Control & Distribution Branch,
Supply Division, and to the Office of Finance (0/FIN) will
alert their personnel that receiving and payment documentation
must be processed under extraordinary procedures. Such con-
tract copies will be stamped "EXPEDITED PAYMENT" in large
block letters and in a conspicuous color of reproducible ink.
3. PROCEDURES
a. Immediately upon physical receipt of materiel under expedited-
payment contracts, depot personnel will verify item identifica-
tion and quantities and inspect containers for visible, physical
damage. If the materiel passes this initial inspection and be-
fore forwarding the materiel for official T&I, if required, a
receiving report (R/R) will be prepared bearing the "EXPEDITED
PAYMENT" stamp or facsimile and annotated "materiel subject to
T&I.'"
b. One copy shall be forwarded immediately to Certification and
Liaison Division (C&LD), 0/FIN. That document, when used in
conjunction with the expedited-payment clause of the contract,
authorizes 0/FIN to make payment immediately upon receipt of
the vendor's billing invoice. One additional copy should be
forwarded to the contracting officer.
C. The receiving of expedited=payment contracts will be processed
into the Inventory Control System data base in accordance with
established procedures. The only change from procedures now in
effect will be the advance copies of R/R's sent to C&LD and the
contracting officer.
d. Discrepancies will be resolved following procedures outlined in
LI 45-6, Receiving Discrepancy Policy and Procedures.
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100002-5
 Approved For Release 2001/11/01: CIA-RDP78-05054A000100100002-5
INSTRUCTION NO. LI 45-23
LI 45-23
LOGISTICS
18 December 1975
e. When items have been processed through T&I, each item on the R/R
will be stamped either "ACCEPTED" or'41EJECTED," followed by the
quantity accepted or rejected. The R/R, marked as above, will
be sent to all recipients other than 0/FIN. The Office of Lo-
gistics (OL) will assume responsibility for resolving all dis-
crepancies resulting from acceptance testing rejections. Neces-
sary refunds, as appropriate, will be handled in accordance with
established policy. OL will also be responsible for control and
followup of property in process of T&I and for assuring that it
is placed under formal accounting control promptly upon accept-
ance following T&I.
f. The contracting officer will notify 0/FIN upon final acceptance
of all deliverable items on each expedited-payment contract.
Such notification will be sent to C&LD as the basis for the close-
out and retirement of the contract.
g. 0/FIN will periodically (at least annually) provide OL with a
computer listing of selected items for which payments have been
made but which have not been recorded in the acquisitions account.
OL will review this listing and report to 0/FIN on the status of
each item.
h. All OL components concerned with the subject of this instruction
will develop and publish the necessary internal procedures for
its implementation.
J. ALAN I CK
Director of Logistics
THOMAS B. YA~--
Director of F nance
Approved For Release 2001/11/01 : CIA-RDP78-05054A000100100002-5
 %bV"%NTtW MAAA4,0
UNCLASSIFIED CONFIDENTIAL
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
P.ATE
INITIALS
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ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
FOLD HERE TO RETURN TO SENDER
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MEE, ADDRESS AND PHONE NO.
FROO
DATE
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Approved F6 fe s'~ 2001/11/ - -
UNCLASSIFIED CONFIDENTIAL
SECRET
FORM .1110. '127 Use previous editions
 UNCLASSIFIED 1NTERNAL CONFIDENTIAL
a,r u.Q, ASE ONLY ^ SECRET
pprove or -
AND RECORD SHEET
C/CertMcatian and, Liaison Division
604 Key .;? x2591
TO: (Officer designation, room number, and
building)
1 C/Certification and
Liaison Division..
C/Planning Staff
615 Key Bldg.
Deputy Director for
Plans & Systems
Director of Finance
C/C&LD
25X1A 1 10*
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7,5'
OFFICER'S
INITIALS
lltil~m 1 :1 11 2 6 1 uSEO TIIO FSCrase 1 /C1 I D -
D 5
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
Continents : 25X1
Mr. asks that OF
coordinate on this LI and return
to OL, if at all possible, by
COB 11 December 1975.
FWD I d
USE ONLY