WORK AREAS REQUIRING EXTENSIVE TECHNICAL ACCOUNTING STAFF ASSISTANCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05246A000100120005-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 20
• Document Creation Date: December 9, 2016
• Document Release Date: March 23, 2001
• Sequence Number: 5
• Publication Date: May 7, 1952
• Content Type: MEMO

Approved For Release 2001/07/12: L78-05246A000100120005-7
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sent systems tees' Diion
ts and in the teghniAlusa folloend, inclw
Of more effective utilisation of account
develoP and install qst.as to control unvoochered fund sliotmente
ng offices and divilions and in field stations and projects to
) adequate control, (2) a uniform concept of obligations
(3) complete obligation doteamentation. A system has beta initiated
list this purpoSe but review in all areas br technical acoc
to necessary to develop refinements and improve the techniques
the maintenance of the records.
accounting system for the
reports on the status of nom)
interested office
to provide suet
Jak NVIAL.,
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further study to pro
of management at all love
ad
1 over advances of un-
or write-offe and other
to data re
the sec:aunts
la ive to the policy governing the
to various classes of covert agent*
forme, etc., relating thereto,
nd Of for handling and maintaming
11 Po f the salaries of indigenouv
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18 Deebpnent of ioric
%cork measurement for various
Divisions
19. Designand establls of p
Tinamee rivisions with nee sari wide
delivered to the igoncy in all areas.
of p formsnC.D and mothods of
one, in the Fiscal and Finance
ding the Fiscal and
of equipment and supplies
eviem of policies end practices 1 effect for MvLzig novo
ftnda to stations, projestei agscts and apleffees mitt, the Objective of cur-
tailing to the extent feasible lhe volume of avow Auads outstanding as ad-
vances and of reflecting exptaiditurde of advanced hands as currently 415
practicable ea finanoial reports of itgonmy operations.
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SECRET.
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Deputy
Teohni
A
troller
ints
t.ves of the TAS forg
rdence with your request, we
of the ma ecomplieheents of the TAS during
summary of our objectives for the ensuing year.
a, ACWLIb14Tt
(I) Detailed Agency
and published.
(2) A new Manual of C en.ra3 Ledger Aecounts was este shod
or the Finance Division which provided a balance ebeet tYP0
general ledger including asset accounts for property, invest-
nente and other similar *meets together with data relative to
current costs and appropriation expenditures.
(,) Procedures and regulatory issuances have been dee1oped
and implemented to eetablish financial control over property and
equipment in use and materiel in stores within the U.S. These
Procedure& further provided for cost distribution of property
issue*.
21 August 13
repletion* were erit
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iaprovnent has been effected in the financial
retire plans established for proprietary and
h not onAy clears up certain deficiencies in
but provides for better financial control
these type projects.
and assigned to proprietar
pe accounting positions.
jects
progress has been made in the develoznent,
on of ecceunting rystems for proprietary
of the Agency
and accomplished a limited instal]etion
otments in operating offices *TA divisions
nt of a standard allotment control record,
gations for all allottees, stahdardisation
on and a procedure for processing of oblige-
s.
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(8) ;?fflrelopsd and published standard object classifications and
stib-ob3ects to be used ley both vouohered and unvouchered fends in
(9) eeveloped and imp14mented a procedure for the recording
and subsequent handling of Civil Service Retirement Contributions
deducted from the saleries of personnel on the covert paerolls.
(10) Initiated surveys and prepared staff studies relative
to the internal accourting eystems and procedures of the Fiscal
and Finance Avisions.
b.
0 C:
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(1) Ihe I control over propi,rti and equipment in use
and materie es will be extended to field stations and
Depots in eoordination with the establishment be the Logistics
Office of standard property accounting systems.
(2) Action has beim initiated to develop procedures required
for the decentralisation of allotments payrolls audit and other
accounting fuuctions to field activities and for the operation of
those facilities on a decentralized basis, providing neceseaee
integration with the system of acoounts in effect at headverters.
(3) -e expect to survey the present systole of the Fiscal
Livision to uffect imerevement in accounting results anti in the
techniques followed lecludine determinations as to the fearibility
of more effective utilisation of accounting rachines.
(4) ee will develop a Manual of Ceneral Ledger eccounte for
the Fiscal Tivision sinilar to that eetablished for the Firance
Li vision
(5) There toast be a coetinual program to extend the develo
mente installation end accounting eystems for all
other spacial projects of the ;-eency
since there ere s great maee of mash pro ec or
trative plans baTe been 1ev4Aopede
(6) It is planned that a viten for the control of allotments
by allottee will be extentid to all Alone; components as determined
appropriate in relation to their size and complexity.
(7) will continue the development and iesuance of head-
quarters flees,' regulations and revisions of Agengy
regulations 45 appropriate.
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( 8) ewill
et*tioti1
This will ism
methods
operations.
mt:the
517
of funding
e them to the extentneco .
h to devise more effective
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(9) The .1ou of ms
and security technique.. 'n the
staff and contract &f eits will be un
provemen
of pay and
rtaktn.
(10) Wt.; 16111 complete the regulations and
handling mat Union tr
seas.
(11) tt is plann4
or oontrol over advent
principles governing sutheri
and/or refunds, writc-offs, or
thin project has be completed, but much is yet to be done,
(12) We will assist in the development of a cost aceowt
sy tem for the Agency printing and reproduction plant.
otions for personnel
p end install an *dove
=be ed funds including we
advance official funds,
ther actions. An initial ph
es for
d over-
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ITLAti
-It LAST TRIP
A GGOALPIAISH
fios which
trrty.
will osintain financial
machine accounting rotta
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14
*sat proe
stid posting
Rstteived frost 0
Depots.
ion appliosb
offioo account
Specialised
provalty ftnancia
to costs.
r transactions for
rs records,
S. kowtow aad mod
to sersifts rendered tne A
Traosportistiso of Fersoons
Construction of Fasilities.
nd Things
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Establish accounting and reporting procedures dealing with the
proposed use o procurement services and advance of funds
by m
means of a letter of credit in favor of.' representatives.
0 Review the problem of decentralization of peyroll activities
based on staff study conducted by TAS at headquarters and
have Turner document the findings and recommendations by
memorandum for review by TAB to
concur in content of memorandum.
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RET
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riPt0Lbt
1954 (4-0 -OL
I chine records
I aver Agency prope
54.
k for Lecentralise I
setting
ing oeretior relating
nstialation proosdure has been
effective]. July 1.954 on la experimun
practicability in the present form and to ascertain
cationy in the prescribed method of operatior. When
ed installation procedure is determined estiefsstor/
ion, present plAns contemplate utilising the first
Inc site for finance personnel required at other
for the Piecal ttvi
ayetem for that :Avi
f 4 pros,Aurs
in all atafTe end area divisiona in one of
en of doeentralised control reco zta over
s. Tlic procedure
with NanagtIment office in cmepro eneive ourvey of
operations purforned in all staffs and are* divisions of
z)ffices of the Agency with the objective of aocertaining
which administrative functions of such components
represent tions of activities performed by support offices and
b) ether az nistrative operations of such components *cold be
0454.
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7. Iry Authorisation Control Record for maintenanoe
by deoentrelised elletteee to eontrol the volume of property withdrawn
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Agency stores against isa projeot authorisation. This r
in various srs divisions of one office of the Agetv
d has been formally authorised for tion on an 0
e 41.2 of 1 Jul/ 1954 by the issuance
Instruction.
8. Designed d installed eowpltt accc
eight Loney special pro.ctv and lustre
operations of the ystars. I Ise veloped
grace:Wm* for preparing finerIciAl reports by seven othtr epeci
projects.
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9. Aset*ted in devalaping new or revised plans for the administrative
control over approximately ih0 pectal project activities which utilise
Agen4r funds and aro either wholly owned by the Agency or *awry on
operations for the Ageney umitr its prescribed Rission.
U. neva
application
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specific"
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a new CUSS
12. Prepared and t
maces a wide range
13.
tion of
Agency opera
described he
the
to the ma
es
of trove
to
to
ftnt Control Procedure which has bean issued
plieetion at all field installations of the
tecounting
installations.
for application
effective 1 July 19$4.
or lease under Agency regulatory issu-
tad poliey and procedural material.
a.
or 23
or r twisted
pont. Thee
rus whit* genera
dung' improvfaseato lie
above.
tive in Qom
dentiel funds
is instead of
This ?tango
ist the proper
overall control
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(2) C d survey of all allotment control procedwe in
effect oer both vouchered and confidential funds allot-
sonta in the intelligence offices of the Agency at head-
quarters as a preliminary to devolopment and installation
of uniform procedurea for all allottees in the area.
Developed and proscribed detailed procedure for control
of 83)otments for procurement activities conductoo at a
field supply depot.
(4) rocedure developed and placed in offset in all aroa
divisions end staffs of one major ?exponent of the Agency
and in several other oompotonsta far potitive identifica-
tion of obligations recorded by allot tees with tilt, related
eapendituro entries recorded and reported hy the Finance
ilvision of this Offiee.
Arranged with Transportation Livision for ts5uanoe of
sholules of transportation rates, by u
classes, for all principal overseas shipping destine-
Mena for us, as * guide to allottees in recording
initimated transportation obligations an allotment control
records on s mato realistic basis.
Arrsnged to provide allotteos with copies of ov.ert and
covert payrolls relating to their activities as at aid
to them in establishing obligations in allotment control
osords and to obviate instanass wherein personnel are
toproperly charged to the wrong allotments.
of baincea of
or fiscal iear
for
ation with the Logi*
specific items from *25X1C4a
and arranged for (a) the transfer
tog such procurement,
funds, 441 required, and
ly financial report* to the
(3) Procodur developed for the recordsto of advancet
made to cootractors based *pen audits p rformed by
the Financo rivisiOn of this Office.
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4)Procedure dual r planing prefix rabo2t on
1 nmmbers of oantraotual documents to identify
IA of funds to be utilised in *eking permeate
contractor.
procedure for reimbursing the Post bffice
for penalty indict& moiling* of the 1,4
paring interim and annual reports on (a)
(b) procurements of penal* ineicee
Agency and Co) inventories of penalty
on hand.
(6) Procedure developed whereby funds received from
ferring to CIA true other *jennies by
vision representing refunds of lump
nts made to other agencies are
appropriated funds of C/A, as
w instead of covered into miscellaneous
suzy as former37 required.
processing receipts of
prose of isuroic. o1sime resultingfrom damages
to insured AgLnCy property.
(2) Procedure revised for pyroUing agents attached to
special projects of the Ageing to obwi&te thaplioato
neat expenditure charges which occurred based on pr
procedure.
reecribed for maintenance at Glass A field installations
of memorandum aeocenting controls over grants to special
projeet activities in oases where the grantee projota
are required to render reports on utilisation of the
funds provided.
(4) Developed interin procec
Agency hooka of real estate and co
under tgent r control. This matter will require
attentiom to effect more edequate internal control
tesbniques over the reel estate investaeots of the
gem
Reporting procedure developed and tssu.d to field loca-
tions relative to utilisation to employee groups, se
suthorised to decisions of the Comptroller General, of
proceeds from vending machines purchased and operated
by, and for thk, bent:fit of, such employee groupe.
Procedure prescribed for the maintenance of euispendd
leave accounts for individuals *lose cover precludes
utilisation of leave before forfeiture is required.
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( 7)
t.evelcped rcti.sions of monthly detailed cost reports
based on confidential funds allotment accounts
aii-
taino by the Finance Avision to illores- adequately-
meet anticicatect meds. This report is now receiving
further eta t with the objective of rimri.s-ing the rport
to provide soccific data relative to propertY issuanccs
in various carstudity groupings wtich oonform to olvr-
all allotments of funds for procurement purposes.
d. other rrocedur 1 ..vRrov(.mente
(1) esponsibility for payment of allowances to field
personnel c?facntralilied to larger field installations
and complete Irocedures 14,81111d for operations at field
locations. This matter was developed after a compre-
tenalve stu4 of feasibility of decontrol-tang the payment
of payrolls relative to field ptrsonnel to 'major fitld
instai.letions which concluded that more efficient pay-
roUthg oparotlons can be performed on a centralised basis
Ntaause of security proble incident to Agency activities,
but, that the allowxnces can be more efficiently paid by
field installr'tioms.
(2)
1-repared propdsal which was approved for implumentation by
the ;:lenuiq 1:13-octor (Adsdnistration) to provide relief to
accountable arui disbursing officers for shortages -ind
losses where r;o negligence or malfeasance is involved.
Loard of Review established and is now functioning to
raeoraparto act on on individual. casos to the IAA and
regulations for headquarters and field are in process
of preparation to cover the handling of losses or short-
age cases.
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Wee ARMS telt POT eaTIAL .04PROVJOOlf
,iikeeteD F011 41.1PifAtIe IN FitCAL ieeelt
1. The peblicetion of egeroy regulatory iesuanees relating to fulcra
polio:doe and procedures will reoeive particular attention with the
objective of reloaaing nom reoeletions at an early date to supersede
the remaining Confidential Funds eegulations vhich are still extent.
2. The further development and installation of improvd procedures
for the maintenanoe of control over wrote:shored allotments by ellotiees
throughout the headquarters erases as well as the refinement of field
allotment control procedures released for implementation effective as
of 1 July 1954.
3. Development of manual procedures for financial and accointing control
of Agenoy property for enelioation at all locations not served by the
machine methods procedures previously installed for this purpose at head-
quarters and one field location.
4. Further effort toward improvememt in procedures for processing
receiving reports representing evidence of materials and services famished
to the Agency fret other Covernmentel agencies.
5. Oontimuatton of the program for developinr and installing adequate
accounting and financial reportingstems in ell special projects of
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toward improving the tementing end financial reporting procedures of
projects *ere viten* are correctly in operation.
6. Continued effort toward pleeement in key fiscal and accounting poie
tions in deeentrelised Agency aotivities of oompetent Comptroller-type
personnel to provide for the maintenance of adequate amounting and
reporting prooedures to assure proper safeguards of Agency fends.
T. Ravioli; of vestens int./n=0e AViSiOU to effect improvement in-
amounting operation* with special emphasis on the Accounts Branch and
Agent Service Section of the Op-reties, Awed Liaison Branch.
8. I:urvey of present systems in Firma' ivision of this Office to effect
improvement in accounting multi' and techniques followed including
determination as to feasibility of extended utilisation of electric
accounting machines.
9. Revision of unvouotered funds met report to provide more usetUl
data for management offieiale, witb special attention directed to the
requiremente of allottees relative to value of property leemences from.
stores.
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12 end. ip1enentetioi of improvod
accounts for vanaes to ottnirCov
ntrctor in conAeotion with procur n
and services.
U. 3opent and itsuace
by the Agen fron the sale o
of rep1accmezts of the properk
procen received
z d d the coat
12. ConClude deLrwination ta, to the saibi1ity of a revised leave
aCcountin ay stem for .tganow vouchered fund emplow eea under either One
of the too methods which have been under experimentation during 1$541
namely, a manually maintainot decentralized procedure or a punch cord
procedure utilizing elettric tocounting machines.
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13. neviea of methods of funding=1!: ons,
a
Joo and other octivities and dovolopment a i
ad net& tiom of impr ed
techniques including the deveLopoont of more effective methods for
25X1C obtaining needed for tgemcor operation".
Thprovod procedirts for
funds whereby, information will
status of outstanding balance',
15. Development of procedures for
records on either an accounting or re
activities handled for other aovernmen
hat a. joint interest with the other agen
Ing for advances of unvouchered
ailsblemgarding the current
ion with Ag
g basis, of
as for Ind
16, lnplemiteton f pro cedurue to effect control over allotments
for transportation of Igency property.
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tievel.opad a property anthoriastion control procedure for all proptrtr
requisitioned from depots United States and in one overseas area,
covering all expendable and ra spendable property charged to cost in time
of issuance and all non-expendable non-standard operational and administrative
property budgeted for 4. the using oomponente.
2. Revised procedure for confidential funds allottees for use in *e ceoen
trelised control of allotments ane ertended its application to additional
major components effective 1 July 1955.
Developed a procedure for the meintonance of a single allotment control
transportation of things chereas applicable to confidential funds and
aseadaarY instructions to iwplement this procedure have been Issued in
handbook form.
4. Developed a
control for
areas.
c for the finane
certain overseas
5. Developed new or revised regulations for rsleaae under Ageney regtlatory,
iesusnoes to provtde the necessary poli ey and procedure to Iapinent
the re-
quiresents of the hgermy under lees passed during the period These include
regulations pertaining to employees severed under the social security sot,
U amended, unemployment compensation for federal employees, and the Kederel
goverrasent insurance program end the collection of indebtedness resulting
from erroneous payments to military end civilian personnel.
6. Developed areport management program for the Comptroller
issued the necessary instrections to ieplement the program.
7. Developed a poligy "old proesuure for processing the records and supporting
documents of terminated proprietary projeote for permanent safekeeping and
appropriate Changee in the regulation to implement the proeedure have been
issued.
10. Designed and instal
Vain Agener special pro*
ties' of these votes*. Main
U the opera
systems
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previously inetilled in Agonqe epee:lel projects; revised these accountinc
vetoes as needed to reflect aurrent operations; and continued to provido
instruction* to &cementing personnel in the operation of these watems.
U. Assisted in developing new or revised plans for the administrative con-
trol over special projeot activities which utilise Agency finds and are
either who14 owned be the Ageney or carry en operations for the Ageney under
its presented mission.
12, Assisted in developing secure methods for the in
into speoial projects of the keener.
13. Developed a revised monthly detailed cost report to be is
purpose of providing the operating components with the detailed
mitten required br them in maintaining allotment control.
14. Developed a revised Monthly Smeary Obligation and Property Reqeisition
Depart to to issued monthle for the purpose of furnishing the operating
oomponents vith the current status and ectivite of their allotment and
property authorisation control eteounte.
15. Developed and installed in the Asvounting Drench of the ?Joie' Livision
(1) a new promoters for the claerification of obligations r object, () a
new reporting procedure, and (3) a nee procedure for processing vouchers,
mihedules end oontracts mbich aloe designates the doeuments to be retained
al the Division.
of fundi
16. Completed * survey of the need for ?omptroller-type personnel in special
Agan oe project* and recommended the placing of such personnel in them, projects.
17. Developed a poliep and premature for the filing of *gent contracts and
memorandums of agreement end prepared revisions of the regulations to ire-
pigment the procedure.
CT
if AO( ? The TA
EzecittY Direction
Tat, Ct0
1. Install new procedure for eontrol of property autho
area and in one overseen area.
2. Install new procedure for *en
tation of Things*.
or
Pdd
3. Install new procedure for ellotnent control for confidential fun& in
all ?comments of the Ageing/.
;
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4. Install revised monthly Goat neport and revised Allotment and Property
Authorization Ftates Report ane ieree these reports to all affected com-
ponents effective at of 1 July 1955.
5. Revise all regulations relating to fiscal and accounting poligy and proe
cedure still outeending in the old series of regulations and issue the re-
vieed regulations in the current series of Agency regulatory issuanees.
6. Continue the program for deVeloping and installieg improved accounting
g
systems in all special projects of the Agency, both
as well ae efforts toward improving the accounting
g proceduros of projects where systems are currently
in operation.
7. Continue program for strengthening encumbents of key fiscal and acocunting
positions in proprietary and other special projects.
8. Install the manual procedure developed in fiscal year 1955 for the finan-
cial control of property in three major overseas areas. Also install new
procedure for property authorisation control in each area in which meneel
method of financial control of property is installed.
9. Participate with the Menseeeent Office in a comprehensive sur ver begun
in fiscal year 1955 of reports issued be the Machine Recorde Division for
the purpose of siMplifying, Combining or eliminating reports wherever feasible
and determining other action designed to curtail overtime operation.
10e Develop and issue revised aacounting procedures for class F field in
stellations to provide simplified methods for control of
U. Develop and iesue revised manual of accounts, for Finance Division.
12. Continue- comprehensive reviews o Agency accounting procedures for the
purpose of improving aecountine control over Agency activities and sim-
plifeing the procedures wherever possible.
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2. Completed ingots
confidential fends
issue in the current series of
de As policy and procedures to implee
during the period and to replace regue
of regulations.
oi of deeentralised allotment con
components of the Ageney.
3. 5urrgrad, developed and installed amounting and operating preeederes
covering station messes, clubs, and other pereonnel service and recreational
facilities at oartain field installations; developed regulations for lemmas
under AgenSy regulatory issuances relative to the establishment and operation
of station messes, clalhe, etc.
4. Installed finano
major overseas areas
rae
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5. Developed a regulation for iss e under Ageoey
setting forth the financial requirements for special
stibeidy, and others) relating to budgeting, funding, animus
dial reporting.
6. Developed and installed operating procedures covering property anthori
sa ion control for all Peadquarters Components of the AefingY.
7. Conducted staff study and dweeloped reommendstions covering the nimpli
fication of reimbursement procedere for penalty mail.
8. Conducted staff study and developed procedures oovering the trsns.fr of
pgyroll activities of a from confidential to vouchared
Ada.
e, Assisted:
type of account
porting Procedure.
eenvercion of a
d reporting procedure
a decentralised
and Ae?
10. Designed and netalled eemplete
tam n Agerefr special projeste and install
tion of these system. 1-aintaifted a cont
previously installed in Agency special prej
system as needed to refleet current operations;
instructions to accounting personnel in the operati
orting crating in ear-
rsonmel in the opium-
f accounting systems
these accounting
ituad to provide
these systems.
11 Installed new procedure for centralised alletmen
portation of things.
12. Installed revised monthly cost report and r
authorisation status report.
Approved For Release 2001/07/12 : CIA-RDP7 -05246A0001
:T
control- for "Trans
25X A6a
KRET
Approved For Release 2091/07/12 : CIA-RDP78-05246A000100120005-7
0
FOR it,
Inetall 8000uzltinl an
enal installat
?d operating procedures for statiest clubs
*lop and inetall o
at field stations.
cedures covering property
lop and iseue revised emountin and reporting preeednres for both
Class A and Class D field stations.
T. Develop and issue revised manual. of socoun
accounting.
6. Develop and issue payroll procedural manual covering confi
ac ivities.
Make follow-up at oversees tnstaUtten an
to manual 'lathed of finaneial saeountebility for property.
iO Participate with Management Itiff in the survey begun
ear of reports issued try the 1,1achine iteeords Division for the purpo
imelifying, combining or elimimeting reports wherever feasible.
U. Continue comprehensive reviews of Agency accounting and reporting
financial procedures with the view of improving the fiscal control over
Agency activities and simplityiav the procedure* iberever possible.
Approved For Release 2001/07/12 :
5246A000100120005-7