PROCEDURES FOR PROCESSING AND RECORDING ALL CASH COLLECTIONS AT HEADQUARTERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05244A000300020006-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: November 16, 2016
• Document Release Date: May 4, 2000
• Sequence Number: 6
• Publication Date: March 20, 1972
• Content Type: REGULATION

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OFFICE OF FINANCE INSTRUCTION SHEET
No, 49
(This Instruction Sheet is for information only and may be destroyed)
REMOVE
IS SUANCE T PAGE
NOS. NOS
Distribution: Regular
Director 0
DATE _I EXPLANATION.
OFI 27 has been revised
and expanded to provide
instructions for pro-
cessing and recording
all cash and check col-
lections by Office of
Finance components.
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20 March 1972
OFFICE OF FINANCE INSTRUCTION NO. 27 (Revised)
SUBJECT . Procedures for Processing and Recording All
Cash Collections at Headquarters
RECISION . Office of Finance Instruction No. 27 (Revised),
dated 9 June 1965
This Instruction establishes responsibilities and procedures for the
control of all cash collections received by the Office of Finance or
Decentralized Disbursing Facilities, and not previously placed under
accounting control. For the purposes of this Instruction, cash col-
lections include currency, coin, personal checks, U. S. Treasury
checks, money orders, traveler's checks, etc., which are held pending:
a. Deposit with the Treasurer of the United States;
c. Transfer to the Official Custodian as part of his
accountable funds.
Cash collections are received through mail, pouch and courier
delivery and over-the-counter transactions. It is essential that
each cash collection be placed under accounting control by the
Monetary Division at the earliest practicable time.
(1) All cash remittances received including envelopes bearing
the special indicator will be documented
through the preparation of Form 44, Abstract File Slip, or
Form 238, Document Control. Coins will be sealed in an
envelope to prevent loss. The original of Form 44 or 238
will be used for obtaining a receipt from the person to whom
the remittance is delivered and returned to Registry files.
GROUP I
Excluded from automatic
downgrading and
declassification
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(2) Each remittance will be delivered on the day received to
the Monetary Division teller, except that U. S. Treasury
checks addressed to the Deputy Director for Liaison and
Plannin will b delivered to the Analysis and Liaison
Staff. envelopes will be hand-carried
unopened to the Monetary Division.
(3)
To ensure that all available information on the remittance
is retained, Transmittal Slips, envelopes or attachments
containing any markings are to be delivered with the
remittance.
.(l) The Analysis and Liaison Staff will record the details of
each U. S. Treasury check it receives in its.daily log.
Except as provided in para. (2) below, the checks and sup-
porting documentation will be hand-carried to the Disbursing
and Custodial Branch with accounting instructions. A receipt
will be obtained from the teller and retained by the Analysis
and Liaison Staff as ev_derce of transfer to the Monetary
Division.
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25X1A
25X1A
c. MONETARY DIVISION
(1) When a cash collection is received, the Disbursing and
Custodial Branch teller will prepare Form 102, a four-
part, serially prenumbered receipt. The teller will
record on the receipt all pertinent information which
will serve to identify the collection to other compo-
nents which subsequently process the transaction. When
a number of checks are received representing one trans-
action,
separate Form 102 will be prepared for each cnec
received.
(2) At the close of business each day, the teller will pre-
pare a posting voucher, Form 606, to record the day's
collections. The voucher will be certified and hand-
carried to the Accounts Division on the fallowing
working day. Each collection received by a teller will
be recorded as a debit to Undeposited Collections, with
a credit to the appropriate General Ledger account, if
known. When the account for credit is undetermined, the
credit will be made to Deferred Credits - Unapplied
Collections.
(3) Distribution of the original and copies of each Form 102,
Receipt, will be as follows:
(a) The white original will be given to the person who
presents the collection to the teller.
(b) The blue copy will be attached to Form 606, Posting
Voucher, as documentary evidence of the collection.
(c) The pink copy will be forwarded to the office of
interest when the proper credit is known; otherwise
it will be forwarded to Accounts Division, with sup-
porting documentation attached, along with the Form
606, Posting Voucher, (b) above.
(d) The green copy will be held to support a Form 606,
Posting Voucher, which is prepared to clear the
appropriate debits individually from the Undeposited
Collections subaccounts when items have been deposited
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or sent out for collection, or currency and coin have
been transferred to the Official Custodian.
(4) Deposit of collections including those received from Decen-
tralized Disbursing Facilities (para. 3d below) or trans-
fer of currency and coin to the Official Custodian, will
be accomplished as follows:
(a) Deposits with the Department of the Treasury (all
checks payable to the Treasurer of the United States
or to CIA, and other checks that can be associated
with the Agency).
(1) At the close of business each day, the Dis-
bursing and Custodial Branch will prepare a
Form 1022, Schedule of Collections for Deposit,
listing the items for deposit. Each item will
be identified on the schedule by the related
Form 102 serial number and by amount. Separate
schedules must be prepared as follows:
(2) Each schedule, the related checks and copies of
Form 102 will be hand-carried to the U. S. Treasury
Assistant Disbursing Officer. Receipt of the checks
will be acknowledged by signature of the recipient
on the schedule. The schedule will be retained by
the Disbursing and Custodial Branch as evidence of
the items transferred for deposit.
(3) The U. S. Treasury Assistant Disbursing Officer
will prepare Standard Form 209, Certificate of
Deposit, for the deposit of the items received
on Form 1022, Schedule of Collections for
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(4)
Deposit. Items on a particular schedule may all
be deposited under a single certificate of
deposit, or they may be deposited under a series
of certificates. As each deposit is made, the
U. S. Treasury Assistant Disbursing Officer will
forward to the Disbursing and Custodial Branch a
stamped copy of the certificate of deposit with
a copy of Form 102 to support each item deposited.
Form 606, Posting Voucher, will next be prepared
to clear the deposited items individually from
Undeposited Collections. Symbol 20X65+9 deposit
items will be cleared to General Ledger Account
1106, and Symbol 20X6889, items will be cleared to
General Ledger Account 1105. The green copy of
each applicable Form 102, Receipt, will be used to
support the voucher. The Form 1022 which lists the
items being cleared from Undeposited Collections
will be marked to indicate that a clearing voucher
has been prepared and will be retained with the
related certificates of deposit for use by the
Accounts Division in verifying amounts reflected
in the report, Statement of Transactions, (Form
224) which is prepared for the Department of
Treasury at the end of each month.
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(c) Transfer of currency collections to the Official
Custodian
At the close of business each day, tellers
holding such collections will transfer the funds
to the Official Custodian and prepare a posting
voucher, Form 606, to clear the items individually
from Undeposited Collections, and charge the funds
to Cash on Hand for Disbursing. The green copy of
each applicable Form 102, Receipt, will be used to
support the vouchers.
d. DECENTRALIZED DISBURSING FACILITIES
(1) When a cash collection is received the custodian of the
Decentralized Disbursing Facility will prepare Form 102,
as described in paragraph 3c(1) above; collections also
will be recorded on the cash blotter which is maintained
for receipts and disbursements.
(2) At the close of each business day the custodian will
prepare a Posting Voucher, Form 606 to summarize the
receipts issued during the day. Refunds of currency and
coin will be debited to account 1121 and other refunds
will be debited to account 1117 with a contra credit to
the employee's advance account or other appropriate
General Ledger account. When the account for credit is
undetermined the credit will be made to Deferred Credits-
Unapplied Collection, account 3519.
(3) Distribution of the original and copies of each Form 102,
Receipt, will be as follows:
(a) The white original will be given to the person who
presents the collection to the custodian.
(b) The blue will be attached to the Posting Voucher,
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Form 606, as documentary evidence of the collection.
(c) The pink copy will be forwarded to the office of
interest when the proper credit is known, otherwise
it will be forwarded to Accounts Division together
with the blue copy as in (b) above.
(d) The green copy representing each check collection
debited to account 1117, as in 3d(2) above, will
accompany the checks transmitted to the custodian
at Langley (see 3d(4) below).
(4) At the end of each day all checks collected will be trans-
mitted to the custodian at Langley. A schedule of the
checks in triplicate will be prepared and the original and
duplicate will accompany the checks together with the green
copy of Form 102 for checks debited to account 1117, as in
3d(2) above. The custodian at Langley will acknowledge
receipt of the checks by signing the duplicate copy of the
schedule and returning it to the Chief of the Facility.
e. ACCOUNTS DIVISION
(1) The Accounting Control Section is responsible for initi-
ating action to identify the proper account for credit
when the collection has been credited to Deferred Credits-
Unapplied Collections. When the Section can identify the
proper credit, it will substitute that credit for the
deferred credit entry on the voucher.
(2) When the Accounting Control Section is initially unable to
determine the credit entry, the pink copy of Form 102 and
any supporting documentation will be detached and the
voucher will be processed with the deferred credit entry
intact. The pink copy of Form 102 and any related documenta-
tion will be forwarded to the cognizant Office of Finance
component for preparation of a posting voucher to clear the
deferred credit entry.
(3) The Accounting Control Section will maintain a record of
the disposition of each deferred credit voucher sent out for
clearance and to facilitate any necessary follow-up action.
(4) Deferred credits which remain uncleared at the end of the
month will be analyzed and appropriate action taken to
expedite clearance of the item.
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f. COGNIZANT OFFICE OF FINANCE COMPONENTS
(1) Cash collections received by any component of the Office
of Finance in circumstances not otherwise covered by this
Instruction will be taken directly to the Monetary Division
(Room 6-E-29 Headquarters or 712 Key Building).
(2) Upon receipt of a pink copy of Form 102 and any supporting
documentation, evidencing the establishment of a deferred
credit, the cognizant component will take immediate action
to prepare a posting voucher to clear the deferred credit
and forward the voucher to the Accounting Control Section.
(3) It is the responsibility of each Division which requests
a payment or refund to provide sufficient information in
the billing correspondence to permit immediate identification
of the proper account to be credited and to instruct the
remittor to return a copy of the request with his remit-
tance. An extra copy of the billing correspondence will
be provided for this purpose. When the payment or refund
involves an Agency employee, complete coding data applic-
able to the credit entry will be indicated on the cor-
respondence.
~+. EFFECTIVE DATE
This Instruction will become effective immediately.
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